Registered Suppliers

Who needs to be a registered supplier to receive reimbursements?

• If you are a WVU employee, you no longer need to go through the state of WV’s supplier registration process. If you do not already have a supplier record, PCPS will run a process when importing your report into MAP that will create a supplier record for you. 
• If you are a WVURC or UHA employee with a courtesy assignment in WVU's HR system you will need to have an active supplier record in MAP; however,  PCPS supplier registration will work with you to create that supplier record after your report has been imported into MAP. 

• Any outside individuals (i.e. candidates) will need to be registered suppliers in MAP before you can create an expense report in MyExpenses. If they are not registered, a Supplier Request Form must be submitted in Mountaineer Marketplace.

When do I use the "employee" or "non-employee" options for the Affiliation drop box when creating a report?

• All employees who have an assignment in WVU’s HR system (full time employee, student worker, courtesy assignment, etc.) must choose the “Employee” option from the “Affiliation” dropdown box. Essentially, if you have logged into MyAcess to access the system, you are an “Employee”.
• “Non-Employee” should only be selected when paying an outside party, like a candidate or a student (not a student worker).  By choosing “Non-Employee” from the “Affiliation” dropdown box, you will then need to find that supplier’s name in the “Payee” field. If you do not see the person’s name in that field, you will need to complete a Supplier Request Form in Mountaineer Marketplace.  Note: we will need proof of the supplier’s address attached to the report in MyExpenses (i.e. an email from the individual).  We do not need this for employees.

PCPS strongly encourages you to review the MyExpenses training information (videos, pdfs, and FAQ’s).

If you have any questions about MyExpenses, please contact pcps@mail.wvu.edu.