News and Updates

Please find the updated Hospitality Services policy. It is very important that you review this policy, and particularly the two sections below, as we want to maintain fiscal responsibility. Employee training and development. Light refreshments and meals during planned employee training and development events involving multiple employees. The duration of the training must be longer than two hours. This also includes formal staff retreats. These events should be restricted, must be budgeted for, and require Dean/VP approval. Working Meals. Occasional, non-routine, modest refreshments and meals consumed during working hours, where all attendees are employees, may be permitted under exceptional circumstances. These instances should be infrequent, must be pre-approved by the Dean or Vice President, and must be included in the departmental budget.

To better serve the needs of WVU students, faculty and staff who are traveling on University business, WVU will transition away from the MyTravel booking tool and its current travel management company.

Effective March 17, 2025, WVU travelers will independently book travel through their preferred airline, hotel, etc. and our contracted rental car company.

Employees who travel for University business are encouraged to join Enterprise/National Car Rental’s Emerald Club! The Emerald Club provides membership for both Enterprise and National Car Rental. Enroll with your WVU email.

Already enrolled with Emerald Club? Please send your Emerald Club number to Scott Davisson at Scott.A.Davisson@ehi.com to get your loyalty number linked to WVU!

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.