News and Updates

As West Virginia University continues to adapt to our new ways of working, the Procurement, Contacting and Payment Services (PCPS) team has developed updated employee guidance on the purchasing and shipment of office and computer supplies at WVU. 

Dear Mountaineer Marketplace Users,

On Monday, November 15, the Procurement, Contracting and Payment Services (PCPS) team plans to roll out several enhancements to the Mountaineer Marketplace platform.

The West Virginia University Procurement, Contracting and Payment Services (PCPS) team is looking to gain insights on how faculty and staff travel, how we can make their travel life better and how we can provide services to help employees do their job more efficiently whilst saving money at the same time.

If you travel on behalf of the University, we encourage you to take the WVU Travel Survey.

Dear WVU and WVU Research Corp. Cardholders,

As we begin the second quarter of the fiscal year, the WVU PCard Administration team wanted to take a moment to remind cardholders of important policies and procedures related the University’s PCard program:

The University recently implemented a fraud detection tool for all invoice payments, PCard transactions, and reimbursements. After reviewing the results of tool’s output for the calendar year 2021 so far, a specific issue was brought to light – the volume of invoices that are being created by an internal WVU employee instead of by the supplier directly.

A standard control and practice in invoice processing is for the supplier to submit an invoice to receive payments for goods and services.

Good Morning,

You will notice that the landing page of MyExpenses has been updated. Most of the update was tied to the “look” of the system, specifically the background colors. The functionality of the system has not changed and everything is in the same place (i.e. eWallet, Expenses bar, menu of options with the 3 lines in the top left corner, profile by clicking on your name, etc.), with the exception of the Create report icon.  To create an expense report, you will no longer click at the top right of the page. Instead, you will see the + Create icon on the Expenses bar on the left side of the landing page (see example below).

As part of our continuing efforts to improve customer service for the faculty and staff that we serve, the WVU Shared Services Center is inviting members of the WVU community to our monthly Customers’ Group Meeting.  

This monthly meeting will provide the opportunity for the Shared Services team to share updates on key initiatives and hear directly from our current and future customers.

We have decided to change the upcoming WVU Supplier Fair to a “virtual” format for the September 21, 2021 session. We are working to reschedule a full in-person Supplier Fair at Erickson Alumni Center in spring timeframe of 2022, where we are able to meet and network with suppliers face-to-face.

The virtual format will include the agenda of the morning session, but the afternoon “Expo” and “Meet the Buyer” sessions will be cancelled as they will not be practical in a virtual format. Here is the Updated Vendor Fair Flyer. 

We received numerous questions regarding the announcement below. After several discussions and additional research, we have determined that the prepaid cards route is the not the best payment method for honorariums at this time, as an Independent Contractor form is required. Please process all future honorarium payments through Mountaineer Marketplace. If the supplier is not registered, a New Supplier – Non WVU Employee form will need to be submitted and the Supplier Registration team will invite the supplier to submit their W9. Once the supplier is registered, a non catalog order form should be submitted so that a purchase order can be submitted to the supplier.
We apologize for any confusion this has caused.

Thank you

Our office has been made aware of employees who have paid suppliers directly for goods/services and then asked for reimbursement rather than go through the process of registering the supplier in Mountaineer Marketplace. Please note - this practice is unallowable and employees will not be reimbursed for those expenses. Suppliers must be registered and payment must be issued directly to the supplier for goods/services provided.

If a supplier is having an issue registering or truly cannot register through our online portal, please contact supplierregistration@mail.wvu.edu to work with the supplier directly to resolve the issue.