To all faculty and staff:

In March 2020, the University implemented additional spending control measures in response to financial uncertainties associated with the pandemic. These additional measures required Cabinet approval prior to the purchase or payment of all goods and services, regardless of fund source. The only exceptions were for purchases made by Emergency Management, Facilities and IT.

We appreciate your participation in and adherence to this additional process and your assistance in making conscious spending decisions. The Cabinet has learned a great deal more about the day-to-day purchasing needs of the University and we are thankful for everything you do to serve the University’s mission.

Effective immediately, Cabinet approval is no longer required for any purchase less than $1,000.

So what does this mean?

• Purchases or payments $1,000 and greater still require cabinet approval through the purchase/payment approval request process: https://adminfinance.umw.edu/procurement/forms/purchase-payment-approval-form2/
• Emergency Management, Facilities, and IT will continue to be exempt from this process.
• All other applicable University and State purchasing requirements remain in place:
  • eVA requisitions, and Direct Pay check requests, will be reviewed for accompanying approval documentation prior to approving.
  • All other pre-approvals are still required, including but not limited to:
    • Business meals, including catering, must be pre-approved by a Cabinet member.
    • Travel pre-approvals must be obtained prior to any travel expenses.
    • Technology goods/software must go through the proper technology request process prior to purchasing.
• Documentation of purchase approval will be required in paper and electronic card files for future reviews and audits. Please include a copy of this email with your SPCC payment card files for this August 14 – September 15 billing cycle.

This does NOT mean that you may split up your purchases of $1,000 or greater to avoid needing cabinet approval prior to purchasing. This could be considered order splitting (if it exceeds your spend limits) which is strictly prohibited, and is also purposefully circumventing University requirements.

If you have questions about this process, please direct them to Procurement.

Thank you again for your support and cooperation.

Paul C. Messplay
Vice President for Administration and Finance & CFO
University of Mary Washington
(540) 654-1410

The following message is from UMW Finance and the Virginia Department of Accounts.

In preparation for a new statewide payroll system and direct deposit process, the Virginia Department of Accounts Payroll Operations unit sent a pre-note file to SunTrust/Truist Bank to validate payroll direct deposit account numbers for all state agencies. Even though Mary Washington is not scheduled to go live on the new statewide payroll system until April 2022, this pre-note process includes UMW and UMW employees.

Depending on your bank, you may see a zero dollar transaction dated 09/15 in a pending status on your account. Do not be alarmed. You should also see the normal pay/direct deposit transaction for 9/16, if that’s your normal pay date, with the net pay amount that goes to that bank account. The state apologizes for any confusion this may cause and assures there will be no impact on the normal deposits.

Fiscal year end is approaching! That means fiscal year end processing and system downtime. Please mark your calendars for the following:

• Banner will be down from 3 p.m. Wednesday, June 30, until noon Thursday, July 1. This downtime will impact the Banner production environment, including SSB functionality and Report Central.

• ​Systems exchanging data with Banner will go offline Tuesday, June 29, at 5 p.m.

All systems are expected to be back up and online by noon on Thursday, July 1. For additional information on deadlines, refer to the End of Year Calendar.

Finance will make every effort to have the systems restored as quickly as possible. Your cooperation and patience are appreciated.

Please contact  tess@umw.edu with any questions.