March 1, 2024

SPCC Beat the Sweep – November & December Date Changes

SPCC/Gold Cardholders and Approvers,

The dates for the November and December sweep have changed.

Thanksgiving Deadline: Ensure that all transactions are signed off by Wednesday, Nov. 19, 2014. Transactions not signed off will be swept on Nov. 20.

Holiday Break Deadline: Ensure that all transactions are signed off by Wednesday, Dec. 17, 2014. Transactions not signed off will be swept on Dec. 18.

Please notify the Program Administrator, Monique SanPietro at msanpiet@umw.edu, if either the cardholder or approver will be out of the office and unable to sign off on transactions by the deadline.

Works problems or questions? Call x1057

Business Services eUpdate – October 2014

Business Services Identifier

Procurement Identifier
Congrats Melva!
Congratulations to Melva Kishpaugh on receipt of Certified University Purchasing Officer (CUPO) designation, this certification demonstrates knowledge of the VASCUPP Governing Rules and Higher Educational Procurement Manual.
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Procurement Documented Savings
FY15 1st quarter savings – $131,520
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Late Invoices on SPCC/Gold Card REQUIRE DOA Approval
Invoices should be paid within 30 calendar days after the receipt of the goods or services, whichever is later, or the due date specified in the vendor’s contract. Cardholders are prohibited from using the SPCC or Gold card to pay a vendor invoice that is past due unless they receive prior approval from DOA.

In the rare event that a Cardholder is faced with a late payment situation, follow these steps:

  1. Send an email to Monique SanPietro, the UMW Program Administrator, with the invoice and an explanation of the situation prior to making the payment
  2. Request is sent to DOA
  3. DOA either approves or denies request
  4. Approved – make the payment and attach a copy of the approval; Denied – payment will need to be made to the vendor by check

Questions? Contact Monique at x1057
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Top 10 Department SWaM (July 2014-September 2014)
Want to check your department’s SWaM spend? Follow these easy steps: eVA Department SWaM Spend Guide

Department % SWaM Spend
Administration and Finance 100%
Dean of Instruction 100%
Nursing 100%
Finance 95%
English, Linguistics and Communication 89%
Modern and Foreign Languages 85%
Multicultural Center 84%
University Events 78%
President 77%
Residence Life 76%

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Surplus Items Available!
UMW has an opportunity to purchase slightly used furniture from Federal Surplus for a fraction of the normal retail price.  Available pricing (with delivery) between $35 – $125. If interested in more information and saving money in your budget, email Dale Elethorp at delethor@umw.edu
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Bulb Crusher
Facilities Services and the Central Storeroom are now using a bulb crusher,  the product crushes spent fluorescent lamps into 100% recyclable material while capturing over 99.99% of the vapors released. The system, which is mounted onto a 55-gallon container, can hold up to 1359 4-foot fluorescent lamps

In addition to providing OSHA and ACGIH compliance, the Bulb Eater will free-up valuable storage space, and is expected to cut recycling costs by 50% or more.  The savings in the first five months of use equate to $1918.90.
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Contract Activity

  • RFP      Institutional Outcomes Assessment and Accreditation, evaluation in progress
  • URFP   Ticketing System, evaluation in progress
  • RFP      Behavioral Incident and Conduct Management Software, contract in progress
  • RFP      Horseback Riding Services, evaluation in progress
  • RFP      Hotel Services, Preferred Provider, RFP closed.  Evaluation underway
  • IFB       Rugby Field Upgrade, on the street
  • RFP      Jepson Renovation/Addition, on the street
  • IFB       Interior Office Signage, bids under evaluation

Bookstore Identifier

Faculty Adoption Deadlines for Spring Semester
Course Material Submission Due Dates for courses being taught on the Fredericksburg Campus

  • Spring 2015 term:  on or before                    Oct. 17, 2014
  • Summer 2015 term:  on or before                 March 13, 2015

On-time adoptions save students money and better enables staff to get course materials in stock in time for classes. 

For information on textbooks for courses being taught at the Stafford campus, please contact Terry Luttrell (tluttrel@umw.edu) or Amy Beaulieu (abeaulie@umw.edu) for College of Education courses or Lucy Quann (lquann@umw.edu) for College of Business courses.

For general questions, please contact DJ Garcia dgarcia@umw.edu or Francis SanPietro fsanpiet@umw.edu.
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Bookstore November One Day Sale, Nov 17
Super Savings on the following items:

  • Long Sleeve Tees – $11
  • Hoodies – $17
  • Sweat pants – $14

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New POS System
The Bookstore team is moving forward with a point of sale system conversion. The change will result in more efficient processes, better rental options for students, and a better website interface.

Parking Identifier
Recent Lot Changes

  • 30 minute spaces in Lee Hall rear lot
  • 15 minute spaces campus-wide now have signs instead of painted bumper blocks
  • 10 visitor spaces on inbound Double Drive (on left) are now “Admissions Visitors Only” spaces, M-F, 8 a.m.-5 p.m.

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Construction Projects

  • Ongoing storm water projects: Marshall, Physical Plant. (Lee rear lot postponed)
  • Woodard/Mercer-through summer 2015: continued enforcement to keep trucks/construction vehicles at a reasonable speed and out of the parking lots. Awareness for safety.

Questions? Contact Parking Management at (540) 654-1129 or rjones@umw.edu.

Copy Center Identifier

Network Printing Stats/Savings
Multi-Function Devices, MFDs (aka: copy machines) are networked to support department use and to save money. MFDs allow a reduction in use of the more expensive desk top printers, and provider a savings over traditional copies.

The top networked print building/departments in FY14:

  • Simpson – 55,296
  • Jepson – 32,634
  • Brent – 18,641
  • Lee, Admissions – 10,716
  • Lee, Academic Services – 9,499
  • AEC, 2nd Floor – 8,374
  • Lee, Financial Aid – 5,952
  • Tyler – 4,486
  • Pollard – 4,273

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Copy Center Services
Did you know that the Copy Center services extend beyond just making copies?

  • Print banners
  • Clean and print your mailing addresses right on your mail piece
  • Scan
  • Manage small shred jobs

Have a copy or mail job coming up? Call for a consultation x2006.

EagleOne Identifier

iValidate Pads and Readers Available
The EagleOne Card Center has 3 iValidate iPads and readers available for sign out and use.  Faculty/Staff members may request a designated iPad and card swipe that will capture attendance at events.  The data will interface with the University’s transaction software, and reports will be available to provide analytics relative to UMW engagement. The software also has the capability to charge a fee (EagleOne $$) for admission to events or for retail product sales.

For more information and reservations, visit the iValidate website or contact the EagleOne office at x1005.
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EagleVending – PepsiCo Contributions
The UMW exclusive beverage contract partner, Pepsico, contributed $190,000 worth of revenue and product within FY14.
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Please contact Business Services for information and assistance at x1576.

Business Services eUpdate – Summer 2014

Business Services Identifier

Procurement Identifier
Personnel Changes
Procurement Services recently bid farewell to Shannon Finley, Melissa Myers, and Pacifique Munezero. We wish them well in their new endeavors!

In the role of Buyer Specialist, we welcome Monique SanPietro and Michelle Miller; they will report to Asst. Director, Melva Kishpaugh. The new team and Buyer liaison assignments will be in place by late September.

Thank you for your patience as we transition new staff into new roles.
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Cobblestone – UMW Contracts Online!
The CobbleStone contract management system online portal is now live. To view contracts visit: umw.cobblestonesystems.com/public   Viewers may search by contract name, title, contract administrator, etc.

A contract administrator guide is in development.  A sneak peek copy of that guide is attached, it will be formally shared with contract administrators in September.
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FY14 SWaM Spend – 40%
Thank you for contributing to our institutional success in achieving 40% SWaM spend.  UMW discretionary spending channeled more than $31,000,000  to small (including minority and woman-owned) businesses, through prime and subcontract spending.

Well done!
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eVA Tips for Department Buyers

  1. When entering SPCC orders within eVA (PCO), against an established contract, include contract numbers within the comments field.
  2. eVA is the requisite statewide e-Procurement system, purchase orders should be entered to initiate an order. The practice of waiting for an invoice to enter the purchase order should be avoided.
  3. The XO2 purchase order category code should be used when entering requisitions to government agencies such as Virginia Correctional Enterprises (VCE), Virginia Distribution Center (VDC), Virginia Industries for the Blind (VIB), and Bureau of Capital Outlay Management (BCOM), for example. If you have any questions as to whether the XO2 should be used for eVA orders issued to other governmental entities, please contact Procurement Services for advice.
  4. The RO2 purchase order category code should be used for unregistered vendors.

If you need assistance with eVA, contact Procurement Services.
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Surplus Items Available!
Contact the Central Storeroom (ext. 5972) to visit and view the current inventory of available low cost or no cost surplus property. More items coming soon to the Central Stores website.
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Summer Contract Activity 

  • Computer Aided Dispatch (CAD) System – Awarded
  • Janitorial Supplies – Awarded
  • Locksmith Services – Awarded
  • Motorola Hardware/Software Maintenance – Awarded
  • Sun Server Licensing & Maintenance – Awarded
  • Over Seeding for Athletic Fields – Awarded
  • ITCC A/V Equipment – Awarded
  • Online OneCard Deposit Support – Awarded
  • ITCC Equipment – In Progress
  • Horseback Riding – RFP in Progress
  • Outcomes Assessment and Accreditation Software – RFP in Progress
  • Hosted Ticketing Solution– RFP Under Construction
  • Conduct Management Software – Evaluation in Progress
  • Rugby Field – bid program cancelled, to be rescheduled

Parking Identifier
Student “ Move-in” Parking
In the coming weeks, more than 800 students will arrive on campus prior to official student “move-in” date.   Expect some disruption to parking in Fac/Staff lots to allow for student access. Your understanding and support are appreciated.
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Visitor Spaces
To meet campus demands, two parking spaces between Lee Hall(lot #18) and Trinkle, will be designated for 30 min.
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Construction Projects

  • Russell/Marshall lots/traffic pattern  will be disrupted due to stormwater management work.
  • Sunken Road lot #13/Woodard Hall lot contains ‘construction staging area’ for Mercer/Woodard renovations. Use caution in Back Drive area of campus while walking and driving, due to heavy construction equipment/traffic present.
  • Simpson lot/traffic pattern release from construction activities in near future.

Questions? Contact Parking Management at (540) 654-1129 or rjones@umw.edu.

Bookstore Identifier

Bookstore Extended Hours
The Bookstore will be have extended hours beginning Sunday, August. 24 – Thurs. August 28.   Visit www.umw.edu/bookstore for details.
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Personnel Changes
Congratulations to  Jacki Riley on her July retirement!  A search is underway to fill the position.

In May 2014, Janet West transitioned from full time UMW employee to full time UMW student.  Congratulations, Janet! …counting down to Commencement.   Please welcome Erin Metcalf as the new Bookstore Business Manager!
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New Charging Station!
Need a recharge?  Stop by for coffee and a smile.  Join the coffee club.  Recharge your batteries…and your phone!

Bookstore Charging Station

Charging Station in the Bookstore

Copy Center Identifier

Personnel Name Change
Onsite Manager of Mail/Copy Operations, Amme Ingram is now Amme Mahler.
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Network Printing
Are you taking advantage of the wireless feature of the copy machine (aka: multi-function device) near you?   Want to save money on pricey desktop copiers, ink, and consumables?  Contact the Copy Center and request training to use the network features of the equipment within your department.

When making more than just the occasional copy, the Copy Center has the lowest priced copies on campus.  Copy jobs may be submitted electronically.   See the Copy Center website to download a work request form.
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Student Cloud Printing Options
Students will soon have the option to send print jobs to one of 4 multi-functional printers around campus. These printers are located in Simpson Library, ITCC Center, Stafford Library and Trinkle Hall.  Students will be able to print to the cloud from any computer or mobile device.  Simply swipe your EagleOne card to access and pay for print jobs.

Post Office Identifier

Post Office Open!
The UMW Post Office will not be affected by the renovations currently underway in Woodard Campus Center, the PO is open for business!  Stop-by and welcome our new UMW PO Manager, Nancy Paul.

As an available service to UMW, the Post Office will consult with departments to examine best practice handling of any mailing needs.  Available services include cleansing mailing lists to remove duplicate addresses and verify accuracy, affixing labels, printing addresses on envelopes, and providing bulk mail or pre-sort discounts.

In FY14, UMW Post Office services saved the university more than $21,000 using bulk and pre-sort options.
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New Postal Kiosk
To support personal/retail needs, a new postal kiosk is available in Lee Hall, beside the ATM machine (just outside the Bookstore).  The services available through the kiosk include purchasing stamps and mailing packages via USPS. Credit cards are accepted.

Mail & Go Kiosk

Mail & Go Kiosk in Lee Hall

EagleOne Identifier

EagleOne Payroll Deduction= 1 Free Lunch per Month
Sign up for direct deposit automatic payroll deductions.  Get one free lunch per month in Seacobeck with a minimum deduction of $10 per pay period.  Simply fill out the online payroll deduction form, or contact EagleOne for information and assistance.
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Off-Campus Merchants
See the EagleOne website for a current list of our off-campus merchants at: OFF-CAMPUS MERCHANTS

Support our EagleOne merchant partners and enjoy the following specials:

  • Baba Ganoush – 1/2 off chicken Schwarma wrap or Falafel wrap through 9/15/14.
  • Country Cookin’ – $3 burger and fries every Wednesday 4pm-9pm all Fall semester.
  • Home Team Grill – 1/2 price burgers every Tuesday 4pm-11pm.
  • IHOP – 50% off entire check every Wednesday 8pm-4am.  Must purchase beverage and show EagleOne ID.
  • Salad Creations – 25% off salad or smoothie August 15-30, 2014
  • Subway – free bag of chips with footlong and 21 oz. drink, expires on August 31.

 

Please contact Business Services for information and assistance at x1009.

Business Services eUpdate – May 2014

Business Services Identifier

 

Business Services eUpdate – May 2014

Procurement Identifier
WELCOME MICHELLE!
Welcome to the newest full-time Buyer on the Procurement Services team: Michelle Miller!   ext. 2260
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END OF YEAR CALENDAR
Please review the End of Year Calendar and Memo for FY14 cut-off dates and deadlines: ADMIN & FINANCE FY14 END OF YEAR CALENDAR
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UMW Small Woman and Minority Expenditures – FY14 (Jul 2013 – Mar 2014)
Thank you for helping the university to achieve 41% SWaM spend. Keep up the good work!

SWaM Non SWaM

Total

$26,663,227.13 $38,431,238.24 $65,094,465.37
41% 59%

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CONGRATS MELISSA MYERS, VCCO!
Congratulations to Melissa Myers for receiving her Virginia Construction Contracting Officer (VCCO) certification.
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ANNUAL CONTRACT ADMINISTRATOR TRAINING
If you serve the role of UMW Contract Administrator; the required annual contract administrator training and quiz is available and should be completed by May 30, 2014: Instructions on Accessing the Contract Administrator Training

Contract Administrators will soon be able to have web access to our UMW contract database. The roll-out of our new contract management system was delayed due to our winter weather and several missed training sessions, but we will be ready before the new fiscal year commences, more to follow!

Questions? Contact Pacifique Munezero at (540) 654-1127
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UMW PROCUREMENT FORMS PAGE
The Procurement FORMS webpage serves as the repository for purchasing related forms and order attachments.  The Performer’s Contract form has been updated and is available along with other procurement related FORMS.

Reminder: When a form is needed, please go to the website to access the latest version.
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eVA CHANGES
New State Contracts Page
The newly redesigned Virginia State Contracts page is going live this week on Friday, May 9.  Take a “test drive” now! https://logi.epro.cgipdc.com/External/rdPage.aspx?rdReport=Public.Reports.Report9008_Data

eMall Search Change
In an effort to make eMall searching easier and to improve overall eMall performance, the search functionality is now limited to six months at a time. You will now notice that searches default to the last six months as the date range in the ‘Create Date’ field for all searches. You still have the ease and flexibility to create a custom date search, limiting it to six months or less.

Reminder: Unregistered vendors (ad hocs) should still be entered as RO2
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CONTRACT ACTIVITY

  • Horseback Riding Services RFP underway
  • Sign Language Interpreting Services RFP underway
  • Police CAD Systems, negotiation underway
  • Request for Qualifications for Construction Manager for Jepson Renovation , in process
  • Equipment Trust Fund Purchases- completed
  • PTAC Purchases – completed

Parking Identifier

SUMMER PARKING
Parking lots designated as student parking will remain reserved for summer students. Faculty and staff members are not permitted to park in these lots during the summer break.  Please review the lot designation for available faculty/staff lots: LOT DESIGNATION

Questions? Contact Parking Management at (540) 654-1129 or rjones@umw.edu.

Bookstore Identifier
YEAR END SPEND
The last day for departmental purchases to be reflected in FY14 budget is May 23, 2014.  Stock up now on office supplies for FY15!
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EMPLOYEE APPRECIATION SPECIAL
Visit the UMW Bookstore on May 9, and May 12 *, for 20% off regularly priced UMW clothing and insignia items (*some exceptions may apply).

Store Hours:
Friday, May 9
–        9 a.m. – 7 p.m.

Monday, May 12 …*Employee Appreciation Day Hours:
–        8 a.m. – 10:45 a.m.
–        1:45 p.m. – 3 p.m.     closed during campus picnic and events
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YEAR END INVENTORY
The UMW Bookstore will be closed for inventory on June 5 and 6, 2014.

Copy Center Identifier
SUMMER HOURS
The Copy Center will be open Monday – Friday 8 a.m. – 5 p.m.  (extended daily hours will resume in September).
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CLOUD PRINTING DEMO
A cloud printing demonstration will be held on Wednesday, May 14, 2014 from 10 a.m. – 1:30 p.m. in GW 303.  The demo, which includes a 10 minute presentation at 10 a.m., 11 a.m. and noon, will give faculty/staff members the opportunity to experience firsthand cloud printing technology and features available through Novitex (UMW on-site service provider).

Cloud printing is currently being researched as the next phase in the campus networking strategy currently being undertaken by Business Services and IT.   Please attend and share feedback.

Questions? Contact Amme Ingram at x2006

Post Office Identifier
WOODARD RENOVATION
The UMW Post Office schedule will not be affected by the building renovations, hours remain:  Monday – Friday 10 a.m. – 4:30 p.m.

Visit the Post Office in Woodard Campus Center for all mail and shipping needs.

EagleOne Identifier
OFF-CAMPUS MERCHANTS AVAILABLE ALL SUMMER
Reminder:  Our off-campus merchants accept EagleOne throughout the summer. Please see our website for a current list of our off-campus merchants at: OFF-CAMPUS MERCHANTS
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iVALIDATE
The EagleOne Card Center has 3 iValidate iPad and readers available for sign out and use. Faculty/Staff members may request a designated iPad and card swipe that will capture attendance at events. The software also has the capability to charge a fee (EagleOne $$) for admission to events or for retail product sales.

For more information and reservations, visit the iValidate website or contact the EagleOne office at x1005.

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Please contact Business Services for information and assistance at x1576.

Free Short Stack at IHOP, April 15

Pancake Liberation Day 041514 IHOP

Enjoy a free short stack of buttermilk pancakes with IHOP’s Tax Liberation Day coupon on Tuesday, April 15

Valid Only at:
2831 Plank Road
Fredericksburg, VA 22401
540-785-4336

Business Services eUpdate – April 2014

Business Services Identifier

Procurement Identifier
eVA Purchase Order Detail
From Budget & Financial Analysis: When entering contracts in eVA, please include the period of the contract in the description.  Budget needs this information to assign the expenditure to the appropriate fiscal year to confirm there is adequate funds available.  Questions? Contact Pam Taggert at x1018
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END OF YEAR CALENDAR
Please review the End of Year Calendar and Memo for FY14 cut-off dates and deadlines: FINANCE FY14 END OF YEAR CALENDAR
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UMW Small Woman and Minority (SWaM) Expenditures  – FY14 to-date (Jul 2013 – Feb 2014)
Thank you for helping the university to achieve our 40% SWaM spend goal. Keep up the good work!

SWAM

Non SWAM

Total

$24,402,816.10

$36,577,320.66

$60,980,136.76

40%

60%

SWaM Percent Jun13-Feb14
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CHECK YOUR DEPARTMENT’S SWaM SPEND
Use the following guide with just 5 easy steps to get your SWaM spend in eVA: Department SWaM Guide
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CENTRAL STORES BUYER POSITION
The Central Storeroom is accepting applications for a Stores Buyer: BUYER JOB DESCRIPTION
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CONTRACT ACTIVITY
Formal Solicitations
Roof Repair
Sign Language Interpreting Services
UMW Police Department Reporting Management System/Computer Aided Dispatch
ITCC Furniture
Sale of Surplus Land – Intent to Award Posted
Request for Qualifications- Jepson Science Center Addition/Renovation
Time and Attendance Management System awarded, through use of GSA Contract

Quick Quotes underway or recently completed for the following:
Broadcasting Equipment
Weigh and Cardio Equipment and Maintenance
Golf Cart Rental
Online Student Recruitment Services
ITCC A/V Equipment
Media Monitoring and Database Services
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PROCUREMENT OUTREACH: SPCC SUMMIT & VSU VISIT
On Thursday, March 13, 2014, Melissa Myers, UMW’s SPCC Program Administrator, was invited by DOA and BOA, for the second consecutive year, to represent the University of Mary Washington on a discussion panel entitled ‘Card Policies and Procedures’ at the Bank of America (BOA) Card Summit held in Richmond. Melissa was the only higher education representative on the panel, which had members from the Department of Accounts (DOA) and other state agencies.

Representatives from VSU Procurement Office visited UMW on Tuesday, April 1 in order to learn more about the UMW SPCC program and the path to achieve Tier II authority.

Parking Identifier
PARKING STUDY
A parking study was contracted in 2013 by the firm of Clark Nexen and a preliminary report has been provided for review.  The report benchmarks UMW against standards provided by the Institute of Transportation Engineers (ITE), and concludes that “ the current parking ratio is higher than the recommended parking supply ratio by ITE and thus more than average parking is available for a campus of (our) type.”   The report is currently under review by UMW.

Bookstore Identifier
COURSE ADOPTION DUE DATES FOR FACULTY/ Fredericksburg Campus
Fall 2014 orders are due on or before April 17, 2014
Spring 2015 orders are due on or before October 17, 2014

Course Adoption Information & Form. Visit the UMW Bookstore Faculty page for more information: http://tinyurl.com/ljkfjhd
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BOOKSTORE AT THE MULTICULTURAL FAIR
The bookstore will be selling a variety of our latest UMW spring apparel & gifts, a selection of multicultural trade books, and having a sale on select fashion accessories at this year’s multicultural fair. Mobile sales will be 10 a.m. – 3 p.m. in Ball Circle with a wider selection of UMW apparel and items are available inside the bookstore.

Copy Center Identifier
NETWORKED PRINTERS – TOP DEPARTMENTS & TRAINING
Kudos to the following departments who have the highest usage of the networked printers!

  1. Simpson Library
  2. Residence Life
  3. Business Service

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NETWORKED PRINTERS – AVAILABLE FEATURES
The networked printers are capable of:
Secure Printing via Private User Box
Color Scanning to Email/User Box/USB drive

For training and additional information, contact Amme Ingram at aingram@umw.edu.

Post Office Identifier
WELCOME DELEAHE!
Welcome to the newest full-time staff member of the Post Office team: DeLeahe Ball!  We wish her well in her new role at UMW.
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SMART MAIL SAVINGS
Smart mail allows the UMW Post Office to provide savings to its customers. This savings is determined by the size, weight, and how the mail piece is being mailed, first class vs. presort. Smart mail has provided $13,478 in savings to-date in FY14!

The Post Office is located in the Woodard Campus Center. Visit: http://adminfinance.umw.edu/mail/

EagleOne Identifier
NEW OFF-CAMPUS MERCHANT – SUBWAY

EagleOne at Subway 1
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FREE SHORT STACK AT IHOP 4/15/2014

Pancake Liberation Day 041514 IHOP

Please contact Business Services for information and assistance at x1576.

Business Services eUpdate – March 2014

Business Services Identifier

Procurement Identifier
VASCUPP MEMBERSHIP
UMW is now an associate member of Virginia Association of State College & University Purchasing Professionals, VASCUPP.  The group strives to effectively collaborate on common procurement principles, knowledge, experience, challenges, support and resources of all decentralized higher education member institutions.
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MARCH IS PROCUREMENT MONTH
March is recognized nationally as Procurement Month!  Thank you to our own accomplished group of professionals that have made a difference in efficiency and effectiveness at UMW.
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DEPARTMENT SWaM – FY14 (Jul 2013 – Feb 2014)
UMW has established a 40% spend goal with Small, Woman and Minority Businesses, campus leaders for FY13, to-date, include:

Department

% SWaM Spend

University Relations

100%

Multicultural Center

88%

University Advancement

87%

English, Linguistics and Comm

81%

Business

73%

Enroll Management

71%

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NEW CONTRACT MANAGEMENT SYSTEM – COBBLESTONE
Procurement Services has acquired a new contract management software through CobbleStone Systems. This will allow the department to more efficiently track, maintain and share new and existing contracts through a public portal. The go-live date will be announced later this semester.
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CONTRACT ACTIVITY

  • IFB Golf Cart and Utility Vehicle Rental
  • RFP Sign Language Interpreters
  • IFB Roof Repairs, Physical Plant
  • RFP A/E Services for Jepson Renovation Design- intent to award posted
  • RFQ for Construction Mgr. at Risk for Jepson Addition and Renovation
  • RFP Police Computer Aided Dispatch and Records Management System
  • IFB Furniture for ITCC
  • QQ Web Governance Services
  • QQ Online Student Recruitment Services

Parking Identifier
GW/DOUBLE DRIVE PARKING RESERVATION – GREAT LIVES SERIES
The GW parking lot and spaces along outbound double drive have been reserved for attendees of the Great Lives lectures until Tuesday, April 22, 2014. The reservations are as follows:

  • GW Lot: Tuesdays & Thursdays 5:30 p.m. – 9 p.m.
  • Double Drive (6 spaces): Tuesdays & Thursdays 2 – 9 p.m.

NOTE:  All UMW parking lots have specific designations, if non-UMW guests are invited to evening events and advised to park in Fac/Staff lots, parking passes should be requested in advance through Parking Management.

Questions? Contact Parking Management at (540) 654-1129(540) 654-1129 or rjones@umw.edu.

Bookstore Identifier
COURSE ADOPTION DUE DATES FOR FACULTY

  • Summer 2014 orders are due on or before March 24, 2014
  • Fall 2014 orders are due on or before April 17, 2014
  • Spring 2015 orders are due on or before Oct. 17, 2014

Visit the UMW Bookstore Faculty page for more information: http://tinyurl.com/ljkfjhd
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Copy Center Identifier
AFFORDABLE B&W COPIES
Did You Know?: B&W copies are only $0.035 at the Copy Center vs $0.07 on your convenience copier in your office. And that most jobs are turned around in 24 hours or less.  Are you taking advantage of our money saving network printing capability? Contact the Copy Center for more information.

For available services and pricing, visit http://adminfinance.umw.edu/copies.

Post Office Identifier
METER YOUR MAIL
Did You Know?: When the UMW Post Office meters campus mail departments save $.01 for each mail piece? The cost of the stamp is $.49, save a penny and let us meter your mail. Bulk mail discounts are even greater!

The Post Office is located in the Woodard Campus Center. Visit: http://adminfinance.umw.edu/mail/

EagleOne Identifier
PEPSI MARCH MADNESS
Winning stickers have been randomly placed on drink bottles in vending machines around campus. Be sure to check your vend drink for a sticker. Bring the empty bottle with sticker attached to the EagleOne Card Center, Lee Hall room 110, Monday-Friday 8 a.m. – 5 p.m. Sticker amount will be deposited to your EagleOne card.

Sponsored by Pepsi
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ALUMNI CARDS
Are you a UMW alum?  Did you know Mary Washington alumni members are eligible for discounts offered by some University departments and partners? All you need is your alumni card. Fill out the online request form at http:alumni.umw.edu/alumni_id along with a one-time fee of $10. There is no expiration date.
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Please contact Business Services for information and assistance at x1576.

Business Services eUpdate – February 2014

Business Services Identifier

Procurement Identifier
SPCC Cardholders…note, NEW version of WORKS MARCH 2, 2014!
The current version of WORKS will be retired and a new version active as of March 2, 2014.  If you need additional training or assistance with the updated version, please contact Melissa Myers at (540) 654-1057.
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ANNUAL SPCC TRAINING REMINDER
SPCC annual training is required for all cardholders and cardholder reviewers.  The training is available in the Knowledge Center, training deadline:  Feb. 15, 2014.  Questions? Contact Melissa Myers at (540) 654-1057.

Instructions on Accessing SPCC Training
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IT YEAR END PURCHASES DEADLINE MARCH 19, 2014
All IT non-standard orders, should be submitted by Wednesday, March 19, 2014.  Any purchase submitted after March 19 may not be received in time for it to be included in FY14 processing.
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RECYCLEMANIA SHRED EVENT
The recyclemania shred event will be on Thursday, March 6 at 10 a.m. in the William Street parking lot. Faculty, staff, students and members of the Fredericksburg community are invited to shred their confidential documents for free. For more information, please contact Joni Wilson at (540) 654-2088.

PLEASE NOTE: Library of Virginia’s document destruction form (RM-3) is REQUIRED to be completed and signed by Ruth Lovelace for any state documents that are to be shredded.
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ANNUAL CONTRACT ADMINISTRATOR TRAINING
The contract administrator training and quiz is available in the Knowledge Center and should be completed by April 4, 2014, for all individuals who currently serve as contract administrators. Questions? Contact Pacifique Munezero at (540) 654-1127.

Instructions on Accessing the Contract Administrator Training
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CONTRACT ACTIVITY

  • Bookstore Point of Sale System – Awarded
  • Jepson Science A/E –  interviews underway by Capital Outlay
  • Request for Qualifications issued for Jepson Science Center Addition and Renovation
  • RFP Police Reporting Management System /CAD – in process
  • IFB for Convergence Center Furniture – in process
  • RFP for Sign Language Interpreting – under evaluation
  • Equipment Trust Fund Ordering – 90% completed (including keyboards and accessories, flash purification system, ductless fume hood, computers and more)
  • Surplus Land IFB – under evaluation
  • RFP Admissions Tele-Qualifications Services – Awarded

Parking Identifier
GW/DOUBLE DRIVE PARKING RESERVATION – GREAT LIVES SERIES
The GW parking lot and spaces along outbound double drive have been reserved for attendees of the Great Lives lectures through April 22, 2014, as follows:

  • GW Lot: Tuesdays & Thursdays 5:30 – 9 p.m.
  • Double Drive (6 spaces): Tuesdays & Thursdays 2 – 9 p.m.

Questions? Contact Parking Management at (540) 654-1129 or rjones@umw.edu.

Bookstore Identifier
GREAT LIVES LECTURE SERIES – TITLES AVAILABLE
Titles for the Great Lives Series are available in the UMW Bookstore and at Great Lives events. View event schedule here: http://www.umw.edu/greatlives/lecture-schedule-2014/.
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COPYRIGHT PROTOCOL FOR FACULTY
Want to use only portions of one or more books for your course, but don’t want students to have to purchase more than they will use?  Sometimes, a coursepack can provide the solution. The UMW Bookstore will obtain copyright permissions and work with the Copy Center to prepare packets for your courses.

Resources:

  • Complete the coursepack request form found here: COURSEPACK FORM & GUIDELINES
  • Understand the concept of Fair Use to ensure compliance with copyright law: FAIR USE
  • Copyright on Campus, the Basics (video)

Copyright and Canvas (contributed by Lisa Ames): Canvas uses an application called Scribd. When a new document is uploaded to Scribd, it is analyzed and checked against the “fingerprints” in their copyright database for infringements. If there is a significant match, the upload is removed by Scribd. Canvas users will see a removal notification in place of uploaded content. More information can be found here: SCRIBD SUPPORT

When in doubt, get permission! Contact the Bookstore at (540) 654-1649.
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Spring 2014 Textbook Scholarships
With a 100% on-time course material adoption rate, the Math Department has earned $1,500 in textbook scholarships for their students!  Congratulations!

On time adoptions:

  • Help the UMW Bookstore contain the cost of course materials for their students.
  • Keeps UMW in compliance with HEOA requirements, also aimed at containing costs for students
  • Read about HEOA here: HEOA Textbook Guidance

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DISCOUNT ON UMW SPIRITWEAR
Come out and support the Basketball games on Feb. 15, 2014.
Get fired up for HeartChase, and wear RED for the Men’s game at 1 p.m.!
Support Play 4 Kay, and wear PINK for the Women’s game at 3 p.m.!

2/13 – 2/15: 15% off one regularly priced RED or PINK UMW apparel item in the UMW Bookstore

Copy Center Identifier
NETWORKING PRINT STRATEGIES STATUS
To view the networking status for multi-function devices on campus, visit http://adminfinance.umw.edu/copies/mfd-networking-project/

Are you using the scan to email feature on your nearby copy machine yet?  If not, contact the Copy Center for guidance.

Post Office Identifier
SERVICES AVAILABLE AT THE UMW POST OFFICE
The UMW Post Office offers the following services:

  • Bulk Mailing
  • Certified, Insured & Express Mail
  • Stamps
  • UPS Services
  • USPS Flat Rate
  • Departmental mailing consultations, and more …

The Post Office is located in the Woodard Campus Center. Visit: http://adminfinance.umw.edu/mail/

EagleOne Identifier
iVALIDATE
The EagleOne Card Center has 3 iValidate products available for sign out and use.  Faculty/Staff members may request a designated iPad and card swipe that will capture attendance at events; the data will interface with Banner and reports will be available to provide analytics relative to UMW engagement.  In addition to listing the attendees, the reporting will generate demographic information about the audience, for example: residential student or commuter, class level, residence hall, etc.  The software also has the capability to charge a fee (EagleOne $$) if there is a charge for entry or for retail product sales.

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Please contact Business Services for information and assistance at x1576.

Business Services eUpdate – January 2014

Procurement Identifier

Department Change – Pauline Jenkins

Pauline Jenkins has accepted a position in the Simpson Library as of Jan. 10, 2014. Pauline will be missed in Procurement Services, and we wish her all the best in her new role.

For questions pertaining to standard technology orders and purchases, please email procure@umw.edu or call (540) 654-1127.
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Year-End Purchases

Please plan ahead for all year-end purchasing and ETF funds to avoid last minute issues or delays. For assistance, please contact a member of Procurement Services.
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Annual SPCC Training Reminder

The annual SPCC training is required for all cardholders and cardholder reviewers. The training is available in the Knowledge Center and needs to be completed by Feb. 15, 2014.

Instructions on Accessing SPCC Training

Questions? Contact Melissa Myers at (540) 654-1057
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New Technology Buy Your Own “BYO” Items

New items have been added to the procurement website “buy your own” approved list. Visit the website for more information: BYO WEBSITE
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eVA EP Number Change

An eVA change in EP numbering sequence took place last week, the change should have no impact on users.
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Buyer Beware

During the month of December, the campus received several suspicious calls from vendors attempting to sell copier/printer supplies to our campus and requesting equipment information. Do not hesitate to contact the Procurement Services Office to report any suspicious activity.
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Contract Activity

  • Surplus Land Sale (Westmont Parcel) – In progress
  • Bookstore Point of Sale system-  Intent to award is posted
  • Sign Language Interpreting Services – under evaluation
  • Boiler Plant Maintenance- awarded
  • Numerous ETF purchases in progress

Parking Identifier

 

Parking Advisory: Enforcement Begins 1/15/2014

To ensure the availability of safe parking and the efficient use of the parking resources, the enforcement of decal registration regulations will begin on Wednesday, Jan. 15, 2014.

Review lot designation and campus parking guidelines in order to prevent fines and/or towing.

Questions? Contact Parking Management at (540) 654-1129 or rjones@umw.edu.

Bookstore Identifier

Oak Hall Regalia Rental

Information on faculty regalia for Commencement
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Extended Hours 1/13/14 – 1/16/14

The Bookstore will be open Monday, Jan. 13 to Thursday, Jan. 16 until 8 p.m. The store will be closed on Jan. 20.

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UMW Hoodies!

Stay warm in a UMW hooded sweatshirt this winter!  Visit the store for a variety of styles and colors.  Available in store and on the website.

Bookstore Hoodie

Copy Center Identifier

 

Network Printing Availability

Want to use your MFD as a printer? Eliminate the need for a desktop printer, or reduce the costly printer supplies!

Step by step instructions are available on our website http://adminfinance.umw.edu/copies/mfd-networking-project/

Contact Denise Davies, Copy Center Manager, with questions (540) 654-1935

Post Office Identifier

USPS Rate Increase Effective Jan. 26, 2014

Effective Jan. 26, 2014 the United States Postal Service will increase prices on most classes of mail. Get your forever stamps now at the UMW Post Office before the price increases. See Rate Changes.

Highlights of the new single-piece First-Class Mail pricing include:

  • Letters (one ounce) — three-cent increase to 49 cents
  • Letters additional ounces — one-cent increase to 21 cents
  • Letters to all international destinations (one ounce) — $1.15
  • Postcards — one-cent increase to 34 cents

EagleOne Identifier

 

Payroll Deduction = 1 Free Lunch Per Month

Sign up for direct deposit automatic payroll deductions. Get one free lunch per month with a minimum deduction of $10 per pay period.
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Please contact Business Services for information and assistance at x1576.

 

Business Services – October 2013 eUpdate

Procurement Logo

WELCOME DALE!

Welcome to the newest member of the Procurement Services team: Dale Elethorp!  Dale returns  to UMW as Warehouse Manager within the Central Storeroom.  Dale can be reached at ext. 5972.

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NEW WORKS ROLLOUT

The UMW Works system will be getting a makeover! Please attend one of the following trainings in order to be prepared:

  • Oct. 22, 2013   10 – 11 a.m., Lee Hall, Rm 412
  • Dec. 3, 2013     10 – 11 a.m., Lee Hall, Rm 412
  • Feb. 4, 2014     10 – 11 a.m., Lee Hall, Rm 412

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eVA – Top 10 DEPARTMENT SWAM SPEND (FY14 – Q1)

Department

SWaM Spend

% SWaM Spend

Total Spend

University Relations

$7,105.32

100%

$7,105.32

James Monroe Museum

$553.50

100%

$553.50

Modern Foreign Language

$818.46

96%

$855.98

Classics-Philosophy and Religion

$755.73

85%

$891.05

Multicultural Center

$3,011.01

84%

$3,568.76

English-Linguistics and Communications

$1,683.57

81%

$2,075.17

Health Center

$606.05

80%

$758.96

University Advancement

$8,746.74

77%

$11,404.74

Business

$1,752.33

76%

$2,317.58

Emergency Management-Safety

$30,804.56

75%

$41,058.40

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eVA PUNCHOUT CATALOG – FIREFOX/CHROME USERS

The default settings for the most recent version of these browsers have been changed to block what is known as “mixed content”.  When it happens the user will not be able to access certain Punchout sites. If you encounter this problem, follow the attached instructions for Firefox and Chrome on how to ‘allow’ this mixed content for the Punchout session to load, or contact eVA Customer Care for help.

eVA Mixed Content Instructions

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OFFICE SUPPLY MARKET BASKET (FY14 – Q1)

Toner/Ink Purchase

Month Total Purchases Ink/Toner Purchases Ink Toner/Total %
July

$15,701.50

 $7,190.90

46%

August

$20,971.78

 $7,248.29

35%

September

$17,719.29

 $9,693.35

55%

 

Wall Planner Pricing

Item Price Company
Wall Planner

$27.38

The Supply Room
Wall Planner

$23.83

Ball Office

Price Difference

$3.55

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CONTRACT ACTIVITY

  • Admissions Search and Tele-qualifications RFP- Evaluation in progress
  • Emergency Mass Notification System – Awarded
  • A/E Services for Jepson Hall Renovation
  • Bookstore Point-of-Sale System – Evaluation in progress
  • SAE Carnival Games/Entertainment Services
  • Comprehensive Grant Writing RFP – In Progress

Complete UMW Term Contract List

 

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REMINDER: TEMPORARY PARKING CHANGE – COLLEGE AVE

Due to the construction of the Campus Center, a section of College Avenue (University side) will be closed from October 2013 – November 2013.  Please familiarize yourself with alternate Faculty/Staff parking areas that may be until College Avenue is once again available. For more info on the Campus Center, visit www.umw.edu/campuscenter.

LOT DESIGNATION

 

Bookstore Logo

NATIONAL STUDENT DAY: STOP HUNGER NOW!

The University of Mary Washington Bookstore, COAR and Pepsico teamed with stop Hunger Now on Saturday, Oct. 5. Over 60 student volunteers helped package 10,000 meals. Students packaged packs of rice, dehydrated soy and vegetables for families in various countries struggling to receive basic nutrition every day. This event was part of the National Association of College Stores’ 3rd Annual National Student Day.

Stop Hunger Now 2013

Stop Hunger Now 2013

 

Copy Center Logo

MFD NETWORKING PROJECT STATUS

Over the next past few months UMW IT along with the Copy Center team have been installing print drivers onto campus computers to enable networked use of Konica Minolta copiers (multifunction devices) as printers.  Added features that become available include, printing to the copier securely and scanning to email. For the project status, visit http://adminfinance.umw.edu/copies/mfd-networking-project.

 

Post Office 300 dpi

FALL 2013 POST OFFICE HOURS

The Post Office is capable of taking care of all your on and off campus package and mailing. The hours of operation are:

  • Monday – Friday: 10 a.m. – 4:30 p.m.

 

EagleOne Logo

COMING SOON: COUNTRY COOKING

Coming Soon …Country Cooking will be accepting EagleOne!

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20% OFF AT BABA GANOUSH

Baba Ganoush now offers a 20% discount off the lunch buffet to UMW students and fac/staff with a UMW ID.

Please contact Business Services for information and assistance at x1576.