PICK UP new Small Purchase Credit Cards by 9/20

The current Small Purchase Credit Cards expire this month. Please pick up new cards Monday – Friday, 8am – 5pm.  REQUIRED PAPERWORK: Delegated Purchasing Authority and SPCC Employee Agreement. Completed forms are required in order to distribute new cards.

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AMAZON VA SALES TAX

The UMW Bookstore is the go-to source for course materials; however, there are times when departments have need for unique orders and Amazon is an often used source. As of September 1, 2013, Amazon.com began adding sales tax to items shipped to Virginia customers. Please see the following information on how to enroll in the Amazon Tax Exempt Program (ATEP): AMAZON TAX EXEMPT MEMO

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eVA – DO Order Prefix Change on 9/16

DO not be alarmed when eVA “DOs” go away! The eVA DO (direct order) prefix will be replaced with EP (electronic procurement).

Why the change?  An update to eVA, allowing for advanced capabilities of eVA’s advertisement services for formal solicitations, necessitates a change in non-SPCC orders entered into eVA.

• EP orders are exactly the same as DO orders; only the prefix is different.
• For eMall searches in eVA, search via the Purchase Order option.  Users may also search under the ERP Order option.
• Banner searches remain the same

This change does not affect PCO orders. Change orders made to a current DO will still produce a DO

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TOP 10 DEPARTMENTS eVA SWAM ORDER ACTIVITY (JUL-AUG)

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CONTRACT ACTIVITY

• RFID tags for Eagle Landing parking deck  (Res Life) – awarded
• Comprehensive Grant Writing RFP – review in progress
• Request for Qualifications for Stream Restoration/Stormwater Mgmt – under evaluation by committee
• RFP for Admissions Search and Tele-qualification – in progress
• RFP for Entertainment/Carnival Games for Student Activities/Events – issued
• RFP for Residence Hall Furnishings- in progress
• Athletic Prospect Recruitment Software –issued
• Bookstore Point of Sale System – under evaluation
• RFP for Services of Civil Engineering /Land Surveying – under evaluation
• Term Contract for assembly/movement of modular furniture- issued
• Quick Quote – Online document portal
• Quick Quote – Modular Furniture Assembly/Disassembly/Movement

Cooperative Contracts Engaged

• Upholstery Services
• Consulting Services

TEMPORARY PARKING CHANGE – COLLEGE AVE

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

Available parking locations may be found on the Parking Management website:    LOT DESIGNATION

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REMINDER: DUPONT FAC/STAFF LOT

The parking lot in front of DuPont is available for Faculty and Staff.

BOOKSTORE – UMW OWNED & OPERATED

The UMW Bookstore is owned and operated by UMW and all profits support UMW students and programs. Contact the store to support your upcoming event!

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NEW BOOK: “APOLOGY” BY JON PINEDA

Author Jon Pineda will be participating in a book reading and signing on Thursday, September 26, 5 p.m. in Combs 139.

His new novel “Apology” will be available for purchase in the UMW Bookstore.

FALL 2013 COPY CENTER HOURS

The Copy Center, located in Seacobeck Hall, is the place for all your copy and printing needs. The hours of operation are:

• Monday – Thursday: 8 a.m. – 7 p.m.
• Friday: 8 a.m. – 5 p.m.

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NETWORKING PROJECT STATUS

Over the next few months UMW IT along with the Copy Center will be 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.

FALL 2013 POST OFFICE HOURS

The UMW Post Office is capable of managing on and off campus package and mailing, bulk orders, pre-sort, printing mailing address or affixing mailing address labels, providing cost savings, and much more.

The hours of operation are:

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

FREE LUNCH WITH PAYROLL DEDUCTION

Sign up for direct deposit automatic payroll deductions. Get one free lunch per month with a minimum deduction of $10 per pay period. PAYROLL DEDUCTION FORM

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Please contact Business Services for information and assistance at ext. 1576.

FY13 Spend Statistics with Small Purchase Credit Card and Gold Card

SPCC FY13 Top 10 Vendor Purchases

SPCC QUESTIONS?

For assistance with SPCC, please contact Melissa Myers @ 1057.

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CONTRACT ACTIVITY

• Campus wide Janitorial – Awarded
• Domain of One’s Own – Awarded
• Comprehensive Grant Writing – In Progress
• Athletic Recruiting Software – Coming Soon

PARKING RESERVATION

Are you hosting an outside group or small event?  If parking reservations are needed please involve the Office of Parking Management within your planning process.   Reservations are accepted 24/7, through the Parking Management website, or contact the PM Office at ext. 1129

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THORNTON & CHANDLER LOTS

Chandler Parking is closed while construction of the Campus Center is underway.   A new surface parking lot will open on Thornton Street in August to support campus parking needs.

TAX HOLIDAY, Aug. 2 

Take advantage of the back-to-school sales tax holiday on  Aug. 2, 2013 in the UMW Bookstore.

No sales tax will be charged on notebooks, pens, calculators, binders and other school supplies priced up to $20.

Shoes and most clothing items priced up to $100 also will be exempt from the sales tax.

For a list of eligible items and guidelines, visit The Department of Taxation website, http://www.tax.virginia.gov.

KONICA MINOLTA – IT NETWORKING

Over the next few months UMW IT along with the Copy Center will be remotely installing print drivers onto campus computers to enable networked use of Konica Minolta copiers (multi function devices) as printers.  Added features that become available include, printing to the copier securely and scanning to email. Stay tuned for further updates as this project moves along.

REMINDER: MAIL SUMMARY

Just as a reminder please make sure that when you are sending out mail that you attach a mail summary form with correct FOAP

ALUMNI CARDS

In collaboration with the Office of Alumni Relations, the EagleOne Card Center will create Alumni cards.  Cards will be requested and approved through Alumni Relations.  The cards will be used to identify alumni for discounts or other promotions in the community.

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iVALIDATE

UMW has purchased and is testing the iValidate product.  Users will be issued a designated iPad and card swipe that will capture attendance at events; the data will interface with Blackboard and Banner, and reports will be available to provide analytics relative to UMW engagement.

These reports will depict who attended the event, and information about attendees, such as:  residential student or commuter, class level, residence hall,  etc.  The information gleaned from these reports can be used appropriately by event sponsors.   The software also has the opportunity to charge a fee (EagleOne $$) if an entry fee is charged or a single product sale.

For more information, contact Tracey O’Neill at x1377

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Please contact Business Services for information and assistance at x1576.

June 2013 Updates and Announcements

LATE INVOICES CANNOT USE SPCC

Invoices that are not paid by their established due date, may not be paid with the SPCC unless the University’s SPCC Program Administrator requests formal permission from the Department of Accounts (DOA) to do so. This should be a rare occurrence.

If you have an invoice that is past due, you must contact Procurement Services before paying it with your SPCC.

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REMINDER: NO 8 FUND PAYMENT WITH Small Purchase Credit Card

SPCC is not used for purchases using agency funds (Banner funds beginning with 8XXX)

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SPCC QUESTIONS?
For assistance with SPCC, please contact Melissa Myers @ 1057.

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MARKET BASKET

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DID YOU KNOW?
An RM-3 form needs to be completed before shredding SPCC files. For retention guidelines and RM-3 form, please use the following links:

Financial Record – Retention Guidelines

RM3 – Form & Guidelines

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CONTRACT ACTIVITY

• Campus wide Janitorial (to complement work of in-house staff) – Awarded
• Background Checks – In Progress
• Comprehensive Grant Writing Services- advertised
• A/E Services for Engineering / Land Surveying
• Point of Sale System for UMW Bookstore

CHANDLER LOT CLOSURE
The Chandler parking lot is now off-line to support construction of the new Campus Center.   A new surface parking lot on Thornton Street is under construction and will be available for use in August.

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WELCOME, RASHEL!
Welcome to Rashel Hauber who joined the Bookstore as a Store Clerk (Sr) in May.

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Store CLOSED on June 28
UMW Bookstore will be closed on June 28, 2013, to support year-end financial system downtime.

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UMW TUMBLER AVAILABLE
Get your UMW Tervis Tumbler in time for Summer and keep cold drinks cold and hot drinks hot !

OFF-CAMPUS VENDORS
Reminder: Our office-campus merchant partners accept EagleOne all summer long.

http://adminfinance.umw.edu/eagleone/eagleone-off-campus-2

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Please contact Business Services for information and assistance at x1576.