News and Updates

Given recent changes in the travel industry as well as WVU's experience in using MyTravel enabled by the AMEX Booking tool, the WVU Procurement Contracting and Payment Services (PCPS) team shares updates and exemptions:

A new Payment Services Helpful Hint on how to use the WVU Amazon Business Account has been published on the Helpful Hint Page!

If this article isn't helping to solve your issue, please feel free to Contact PCPS.

To update a policy implemented during the COVID-19 pandemic, the Procurement, Contracting and Payment Services (PCPS) team is revising its guidelines on the shipment of office and computer supplies to home addresses.

Effective immediately, only Dell catalog ITS-recommended* computer supplies may be delivered to employees’ personal homes. All other office supplies, including paper, notepads and staplers, are no longer eligible for home delivery and must be delivered to a WVU address.

What is a confirming order?
A confirming order occurs when an employee works directly with a supplier to have a good or service delivered without first submitting a requisition in Mountaineer Marketplace and having a purchase order issued.

Examples of confirming orders include:

Following the first six months of this fiscal year, our projections of revenues and expenses for Fiscal Year 2023 indicate we are facing a several-million-dollar deficit. We are waiting for information from a few key areas that may relieve some of the pressures, but it will not address the total deficit. Once we have finalized those numbers, we will share them with you.

Though no one wants to manage a deficit, it is manageable if we make some short-term adjustments as a University. The priority is to limit spending Systemwide throughout FY 2023 and into FY 2024. we will continually evaluate and provide updates throughout the year when spending limitations can be adjusted. Our next update will be in late April.
Prioritize spending on those items and programs that will most help us achieve our critical goals as a University system and lead to a return on investment. Those items or programs that contribute to the recruitment and retention of students, as well as the quality of the student experience, would be considered a high priority. We will need to implement a suspension of hiring, purchasing, hospitality and travel. Please see below for details. *The guidelines below do not apply to grant funded expenditures. Grant funded hospitality, travel, and purchases may proceed as long as they are permitted within the grant.

The Internal Revenue Service (IRS) has announced a change in the mileage reimbursement rate:

Mileage for travel dates 1/1/23 or later - $65.5 cents per mile
Mileage for travel dates 7/1/22 to 12/31/22 - $62.5 cents per mile
Mileage for travel dates 1/1/22 to 6/30/22 - $58.5 cents per mile

There is a new Mountaineer Marketplace Helpful Hint about when to use a Direct Payment Form!

There is a new MyTravel Helpful Hint on Allowable Expenses!

As we have seen University employees resume business travel, PCPS wanted to send a friendly reminder of key items within the University Travel Manual that travelers need to remember when booking travel/while on travel. 

As discussed in the email below, the Travel Rule was updated last month to require the use of the MyTravel booking (or booking directly with AMEX). The partnership with AMEX brings many benefits to the University, including access to AMEX’s negotiated airfare and hotel discounts, 24/7 assistance from travel experts, etc. Training and FAQ documents for the system, as well as information on the benefits of the program can be found here.

We wanted to provide some clarification on what the Travel Rule update changed vs what it did not change.