Fiscal Year: June 30 – July 1
You have 30 days to pay for everything, but you should still pay as soon as you can. If you do need to make a late payment, you’ll NEED approval to do so. https://adminfinance.umw.edu/procurement/small-purchase-credit-card/late-payment-request/
If you make a purchase over $1,000 you NEED to make a request for approval. https://adminfinance.umw.edu/procurement/forms/purchase-payment-approval-form2/
If you are purchasing a software subscription and/or other software, you NEED to get an IT ticket number. https://adminfinance.umw.edu/procurement/tech-purchases/non-standard/
If you are purchasing something that is over your STL or you do not have enough credit left on your card, fill out this form https://adminfinance.umw.edu/procurement/small-purchase-credit-card/spcc-profile-change-request/
You will put these numbers and/or dates of approval in eVA internal comments or send it through inner office mail to AP with its associated invoice. You will need a copy for your documentation as well.
The documentation you keep will be filed as follows:
Each month SPCC payments will be in a separate file. Follow the billing cycle for exact dates. https://adminfinance.umw.edu/procurement/small-purchase-credit-card/billing-cycle-dates/
SPCC Vendor Folders: OCLC (monthly ill fees), Lyrasis, The Washington Post, The New York Times, The Free Lance Star, McNaughton. You don't retire these folders, keep using them into the next fiscal year. The documents you put in these folders will also need a second copy to be kept in the SPCC folder for whichever month you paid for it.
YBP GOBI Vendor Folder: This is separated by each fiscal year. Because these are paid via check you do not need a second copy in your monthly folders.
You will NEED to keep:
You will stamp the date of arrival of the package on the invoices and packing slips. Staple all documentation for each purchase together and keep in a manila folder corresponding to each month. You keep these monthly folders and file all CREDIT CARD purchases in them, which is everything except GOBI. GOBI is kept in its own folder for the whole fiscal year.
