BUG BINGO
April 21, 2015
B5
B8
Topic
TSRC
B9
Standard/Non-Standard IT
Request Form
Micro Business
B11
DSBSD
B12
Last “Safe Day” for SPCC
I16
Invoices
I17
Catering
I18
MyTime
I19
UMW Finance Card
I24
SPCC
I26
Direct Pay
I30
eVA Fees
Description
The Exclusive Office Supply contract with
SWaM Certified TSRC (The Supply Room Co.)
saves the University overall budget due to
best pricing, reduces labor for deliveries from
the storeroom by more than half, and adds
to the Small business usage number towards
the University’s goal of 42%.
Technology equipment and software
purchases
A certified small business that has no more
than 25 employees and no more than $3
million in average annual revenue over a
three year period prior to their certification.
This category is available in eVA and counts
towards the University’s small business
requirement.
Department of Small Business and Supplier
Diversity. Formerly known as DMBE.
The last ‘safe day’ to purchase using the
SPCC Friday, 5/8/15 for current year
processing.
University of Mary Washington invoices are
issued by Accounts Receivable. Invoices are
not to be distributed to vendors by individual
departments.
Sodexo Catering invoices are to be sent to AP
for payment
University of Mary Washington’s time and
attendance system.
Credit Card used to purchase non statefunded purchases.
Credit Card used for state funded purchases.
Presenter
Melva
Payments that are exempt from eVA for
vendors that do not accept credit cards.
Beginning Friday, June 19th, Direct Pays may
be entered into Banner for FY16 by using a
July 1 Transaction Date.
The fee for an eVA registered, DSBSD
certified (SWaM) vendor is 1% of the
transaction for a maximum of $500 per
TESS
Michelle
Mo
Mo
TESS
Finance/Julie
AP/Julie
TESS
TESS
TESS
James
N35 X02
N42 eVA Look-up Search
Feature
G48 UMW Contracts
G49
Hotel Contract
G50
Gold Card
G52
G57
Approve MyTime
Timecard
Last day to enter Direct
Pays for current FY
Small Business Quote
G58
OTC
G59
Business Meal Form
G60
MyTime Supervisor
Request Form
G54
O62 Alternative SWAM Lookup
order.
eVA PO Category which indicates the
purchase is a Government to Government
transaction.
Examples: VDC, VCE and VIB
Allows users to search within eVA.
Public contract portal. Allows users to search
if the University has a contract for a specific
service.
Hyatt Place in Eagle Village is the UMW
preferred hotel partner.
Required if the purchase total is more than
$5,000.00. Leigh Penn is the cardholder.
A task required by all Employees within
MyTime.
Friday, June 12th. Use an Invoice Due Date of
June 26th.
At least one quote is required for purchases
of goods and services costing less than
$5,000.00. You must document (written
statement within the procurement file) your
effort to obtain a quote from a small
business by noting the date and time of the
call or fax, the name of the small business
you contacted and the specific employee
that you spoke with and the price quote
provided by that vendor. Small Business
Quotes should be documented or referenced
in the comments section of your eVA order.
Payment and goods taken from store at point
of Sale with SPCC, is an ‘Over the Counter’
purchase. eVA entry is not required, however
a small business quote is required.
A Business Meal Form must be completed
including signatures prior to purchasing a
meal for an event
This form is submitted by the employee’s
supervisor to request that a specific leave
category be granted to an employee. This
form is also used to request a permanent
change to the employee’s lunch break within
MyTime.
1. To search all eVA vendors:
- Select ‘eVA Vendors’ from the Info
Center section at the bottom of the
eVA home page. Use the ‘search’
James (in
conjunction w/ eVA
Fees)
James
Monique/Rachel
Mo
AP
TESS
TESS
Mo
Mo
Finance/Julie
TESS
James
O65 Food and Beverage
Purchases
O66 eVA Browser Optimizer
O67 Works Dashboard
O70 End of year Calendar
O71 Receiving Payments
O73 Commerce Manager
bar to locate the vendor
2. To search by NIGP code:
- Select Procurement Transparency
Public Reports. Select Report #720.
Select Specific NIGP
Commodity/Commodities. Type the
NIGP code into the NIGP Code field.
Select Run Report.
Food and Beverage purchases requires a
Business Meal Form to be kept on file.
The eVA Browser Optimizer helps eVA to run
better when using Internet Explorer and
Chrome by adding information to your
trusted sites.
Found under ‘Reports’ in Works, quick visual
spend by account activity data is available by
vendor, category or Org code.
The End of Year Calendar marks important
dates to remember for end of Fiscal Year
operations. This is posted on the TESS
website.
If your department/area plans to collect
payments in any form please contact
Accounting in advance to ensure correct
coding of revenue and for assistance in
compliance with the University’s Handling
Incoming Payment procedure.
Commerce Manager is an online payment
tool that allows UMW departments to accept
online credit card and/or eCheck payments
for events or seminars.
AP
James
Melva
TESS
Julie
TESS