A Newsletter for UMW Faculty and Staff
It has come to our attention that departments have been receiving calls about ordering toner for your printers. The caller sounds very authentic and claims to be calling from Business Services.
This is a scam.
As a reminder, toner for your Konica Minolta copier is available by calling or emailing the Copy Center.
Amme Ingram
Service Delivery Manager
Copy and Mail Services
Phone: 540-654-2006
Fax: 540-654-2005
October 2012 Updates and Announcements
PARKING LOTS TO BE PAVED DURING FALL BREAK
Saturday, October 13 – Tuesday, October 16. Areas to be impacted will be:
Individuals may use campus walk to access Willard, Woodard, Monroe, Lee and Virginia.
Paving questions may be directed to Richard Blair.
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WELCOME PACIFIQUE!
UMW welcomes the newest member of our Purchasing family Pacifique Munezero. Pacifique joins the Purchasing team as a Customer Service Advocate (CSA). We wish her well in her new role at UMW.
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REIMBURSEMENT FOR PURCHASES
Reimbursements may not be used to avoid proper purchasing procedures. See recent advisory published in EagleEye, by VP Rick Pearce.
UMW procedures are included at the following links:
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eVA FIVE (5) DAY RULE
eVA purchase orders should be issued prior to contractors performing any work. However, should the agency find it necessary to issue any eVA confirming orders, the confirming orders must be placed in eVA within five (5) business days after directing the contractor to proceed.
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SMALL BUSINESS OUTREACH
Are you aware of businesses in need of assistance with DMBE certification? Please email the purchasing office with the name of the business and a point-of-contact.
NO SWAM VENDORS?
Do you routinely purchase commodities where no small businesses are found? Contact Purchasing at ext. 1127.
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VCE ORDERS – CRITICAL ALERT
On Non-Catalog Orders to VCE you must select the VCE vendor from the Supplier Search list. Do Not use the ad hoc vendor feature to enter VCE vendor information. When copying an older Requisition, be sure that you select VCE on the Supplier Search in case you had ad hoc’d VCE on the previous requisition.
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CONTRACT ACTIVITY
-Executive Search Firm(s)
-International Recruitment Services
-Exclusive uniform provider (athletics)
-Various solicitations for Facilities Services
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PEPSI SCHOLARSHIP
By meeting 100% on-time course material adoption dates for Fall 2012, the Departments of Math & Theater and Dance won Pepsi textbook scholarships totaling $2,000.
The Stafford Campus Scholarship departments will be selected Spring 2013.
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NATIONAL STUDENT DAY
UMW joined with 1500 campuses across America to participate in National Student Day and demonstrated social responsibility by packaging 10,000 meals to help Stop Hunger Now!
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DESKTOP PRINTER SURVEY
UMW will conduct a print strategy study in FY13. Representatives from Pitney Bowes will be on campus this week to conduct a survey of desktop copiers.
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Please contact Business Services for information and assistance at x1576.
Erma A. Baker CPPO, VCO
Assistant Vice President for Business Services and CPO
University of Mary Washington
1301 College Avenue
Fredericksburg, Virginia 22401
ebaker@umw.edu
540-654-2043
August 2012 Updates and Announcements
WELCOME MARK!
UMW welcomes the newest member of our Parking Management family Mark Graziano. Mark joins the Parking team as a Community Service Officer, dealing with parking enforcement. We wish him well in his new role at UMW.
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DOUBLE DRIVE CHANGES
With the completion of the Randolph/Mason renovation project, several additional parking spaces will be available on Double Drive.
Please direct any parking questions to Robin Jones, Parking Management Supervisor at 540-654-1129 or visit the website at: http://adminfinance.umw.edu/parking/
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THANK YOU SPCC CARDHOLDERS
Over the past few weeks, UMW has hosted Auditors from several different state agencies; these audits included reviews of UMW SPCC cardholder files. The Purchasing Office appreciates the cooperation of all cardholders and extends a sincere word of thanks for your timely adherence to requests for documents. We would also like to highlight a few observations made by DPS (Department of General Services/Division of Purchases and Supply).
Thank you!
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REMINDER: eVA FIVE (5) DAY RULE
eVA is the first point of entry for purchase orders, in the unique circumstances where purchases are entered into eVA after the fact, the eVA confirming order must be entered within 5 days.
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eVA BROWSER ISSUES
Experiencing problems while using eVA? Updating browser to internet explorer 9 may eliminate issues. To check what version of internet explorer is being used on your pc, go to the browser and select ‘About Internet Explorer’ from the Help menu. If you are using an older version, try updating the browser for a better eVA experience.
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SPCC NEWS
Beat the Sweep…SPCC Cardholders and Reviewers receive a monthly “Beat the Sweep” email from Melissa Myers, UMW SPCC Program Administrator. The message advises cardholders and reviewers to code and sign-off of all transactions in advance of the 22nd of each month in order to comply with program timelines.
This monthly message goes to all SPCC contacts, if coding and sign-offs are complete, we thank you in advance and no further action is needed.
If you have any questions, please contact the SPCC Program Administrator, Melissa Myers: mmyers@umw.edu or call x1057.
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SWaM for FY12
UMW has ended FY12 with 35% SWaM usage as reported by the Department of Minority Business Enterprise. Thank you to all departments for your continued effort in using small businesses whenever available. The goal for FY13 is to have 40% for SWaM.
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DAHLGREN SWaM
The Purchasing Office would also like to recognize the concentrated effort being extended by the Dahlgren campus in support of our SWaM initiative. Dahlgren managed to spend approximately $68,000 on small vendors in its first partial year of operation.
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CONTRACT NEWS
Recently Issued:
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SURPLUS PROPERTY
Surplus property is a function of the Central Storeroom and should be accessed using a Surplus Property form. Please do not submit a Facilities work order submission for surplus property needs. If you need to surplus an item, please complete and submit the Surplus Property form located on the Purchasing website under ‘Forms’.
For more information or assistance, please contact David Hatcher or call 540-654-2092.
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NO CHARGE TO SCAN DOCUMENTS
Scanning is now available for no charge at the Copy Center; for shredding the 1st inch is free, $2 for 1foot, and $4 for box full.
For additional information or assistance, send an email to copies@umw.edu or call 540-654-1935.
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Please contact Business Services for information and assistance at x1576.
Erma A. Baker CPPO, VCO
Assistant Vice President for Business Services and CPO
University of Mary Washington
1301 College Avenue
Fredericksburg, Virginia 22401
540-654-2043
The following announcements are available on the Business Services website.
April 2012 Updates and Announcements
WELCOME SHANNON!
UMW welcomes the newest member of our Purchasing family Shannon Finley. Shannon joins the Purchasing team as a Buyer Specialist, and had been functioning in that role for 5 years at George Mason University. We wish her well in her new role at UMW.
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SPCC CYCLE DATES
SPCC cycle dates are available on the Purchasing website calendar and also at the following link: http://adminfinance.umw.edu/purchasing/umw-policies-and-procedures-2/small-purchase-credit-card/billing-cycle-dates/
If you have any questions, please contact mmyers@umw.edu or call x1057.
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What is Order Splitting ?
As a state agency, we follow the guidelines set in the Agency Procurement and Surplus Property Manual (APSPM) for the Commonwealth of Virginia which states:
Order Splitting Prohibition. The placement of multiple orders within other than a reasonable time period to one or more vendors for the same, like, or related goods or services to avoid using the appropriate method of procurement or to remain within delegated purchasing authority is prohibited.
If you need assistance with an order, please contact the Purchasing department.
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UMW SMALL BUSINESS SPEND
We are working to reach our agency goal of 40% spend with DMBE certified small businesses. Thanks to all departments who contribute to this effort. As we enter the final quarter of FY12, we are well on the way to meeting our target. UMW status shown below:
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NEW SURPLUS ITEMS AT CENTRAL STOREROOM
New surplus items are currently available at the Central Storeroom. Please contact David Hatcher for information and assistance. Ext. 2092.
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PARKING SPECIAL REQUESTS
If your department is hosting guests who need reserved parking, please utilize the parking request form which is available on the Parking Management website.
http://adminfinance.umw.edu/parking
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PARKING UPDATE – CONVERGENCE CENTER CONSTRUCTION
We have received several communications regarding the ITCC project and its impact on campus traffic patterns.
To reiterate what has been shared:
ITCC “early phase” of the construction project is underway (from roughly the end of March to the end of May), two parking spots behind the Library and four spots behind Pollard Hall will be lost. Also, the handicapped spaces near Jepson Hall will be closed – this area is being enlarged from the current two handicapped spaces to a total of seven spaces. These new spaces will be open after May 2012. There might be a need to temporarily eliminate one space in the Jepson lot to facilitate some truck traffic while the temporary construction road is built. (It is not entirely clear if this will be required at this point.)
For more information, visit http://provost.umw.edu/convergence-center/ .
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EMPLOYEE APPRECIATION DAY DEAL!
In honor of Employee Appreciation Day on May 14, 2012, the University Bookstore will offer 20% off one regularly priced clothing or insignia item for UMW Faculty and Staff.
Sale dates include May 14* and May 15, 2012.
*Store hours:
May 14, 2012: 9:00 a.m. – 10:15 a.m. and 1:45 p.m. – 3:00 p.m.
May 15, 2012: 9:00 a.m. – 5:00 p.m.
George Bellows Both Members of This Club, 1909 Chester Dale Collection
Mark your calendars now for June 13th. This day trip to the National Gallery of Art in Washington D.C. will highlight an exhibition of George Bellows. A contemporary of Gari Melchers, this American artist was a part of a radical group of artist self titled “The Eight” and named by critics “The Ashcan School.” You can read the National Galleries short biography of George Bellows here. This show will feature over 150 works by the artist and is the most complete account of his career and achievements. This trip will allow time for our group to visit the exhibition, as well as free time to take in the rest of the National Gallery and the city. Make your reservations today! George Bellows Flyer
Fredericksburg, Va. – University of Mary Washington senior Morgan Lamon is one of only five undergraduate students selected to the 2011 U.S. Geospatial Intelligence Foundation (USGIF) Scholarship Program.
Lamon, who received a $5,000 USGIF scholarship, joins 19 other winners from high schools, undergraduate programs and graduate programs across the country. USGIF is a nonprofit educational foundation dedicated to promoting the geospatial intelligence field.
Scholarship recipients were chosen based on their academic and professional excellence in a field related to geospatial intelligence. Qualified candidates were selected by USGIF’s scholarship subcommittee.
Lamon, a geography major with a certificate in GIS, is a member of the varsity softball team. This spring, she was named to the 2011 All-Capital Athletic Conference Softball Team. Lamon, daughter of Bob Lamon and Hannah Cafferty, is a 2008 graduate of Oakton High School.
The University of Mary Washington is a premier, selective public liberal arts and sciences university in Virginia, highly respected for its commitment to academic excellence, strong undergraduate liberal arts and sciences program, and dedication to life-long learning. The university, with a total enrollment of nearly 5,000, features colleges of business, education and arts and sciences, and three campuses, including a residential campus in Fredericksburg, Va., a second one in nearby Stafford and a third under construction in Dahlgren, Va., which will be a center of development of educational and research partnerships between the Navy, higher education institutions and the region’s employers.