Purchasing Cardholder's Bulletin
Thank you for taking a few minutes to read your Purchasing Card Bulletin. Our goal is that each bulletin will have valuable information to assist you in performing your job more effectively. Previous bulletins are available for your reference at the bottom of this page.
Fall Bulletin
August’s MasterCard Statement:
Did you notice that your August statement did not have your full card number printed on it? It is showing Xs where the card number formerly was printed, with only the last four digits in numerical format. Finally the card company heard this major complaint and made this change to help us fight identity theft!
Meet your Purchasing Staff, located at Centre Court:
We’re here to help you with your Purchasing and MasterCard needs. Call us!
K.C. McCullough, Director of Purchasing and Central Stores X1228
Roxanne Ehardt, Buyer Specialist X1057
Melva Kishpaugh, Buyer Specialist, GE MC Program Administrator X1084
A Supply Room Non-catalog item:
Did you know that you can order from The Supply Room but not use the punch-out catalog? What if you find something in the paper catalog that is not on-line or you call Customer Service and they give you an item # that is not available in the punch-out catalog but it’s exactly what you need? Do you know what to do?
- First, you know you must enter the order into eVA.
- Begin your requisition and when you get to the screen where you would normally select the Punch-out catalog, instead select “Create Non-catalog item”.
- You will then be able to enter your item number, the description of goods provided by the paper catalog or the Customer Service rep., and use your MC to pay. Make sure you confirm the price of the goods with the Customer Service rep since the printed catalog prices may differ from the state contract price.
Approved Business Meals and the GE MasterCard
The GE MasterCard is to be used ONLY with Sodexho and necessary offsite catering* with an approved Business Meals form. Please note the verbiage on the Business Meals Form in regard to the prohibited use of the GE MC and reference the A/P web page for further information. For all other approved Business Meals you must either use a National City card (can be checked out from the cashier’s office) or request reimbursement of personal funds used for that purpose. An approved Business Meals Form MUST accompany EACH of these receipts, regardless of payment source.
*Remember: Use of any outside catering service for on-campus events requires a waiver from Sodexho in advance.
Subscription Dates on Cover Sheet
New Account Codes Coming Soon!
Effective November 1, 2008 will be a cleardistinction of the Books and Subscriptions account code. Account code 71222B will be used for Books and account 71222S for Subscriptions. Please remember when using the current Account Code 71222 or the new 71222B or 71222S, the period of the subscription needs to be clearly indicated on the log and cover sheets. Also, please make sure to use 71224 for registration for conferences and events. Account 71222 is for memberships or dues and needs to have the membership period specified on the cover sheet.
Don’t forget to
on October 26! (…and send your Log sheets and Cover sheets to Purchase@umw.edu and MasterCard@umw.edu !)
Click here for a printable version of the Fall Bulletin
Click on the links below for valuable information provided in previous Purchasing Card Bulletins!
August 2008 - New Tax Exempt form, MC File Review, SWAM Certification expiration, HireRight invoices, Hardware and Software purchases
July 2008 - Topics include MC File Reviews, New Gift Policy, Card Security and Paying for Printing
May/June 2008 - Topics include SWAM Quotes, OTC Purchases, New Supervisor/Reviewer Checklist
March 2008 - Topics include FAQs, Annual Cardholder Re-training, New MC Log and Cover Sheets
February 2008 - Topics include Due Dates, Auditors on Campus, Cardholder Re-training, New Accounts Payable Forms