News and Updates

Please see the FY2022 Spending and Purchasing Approval Guidelines.

Please Note the following:

Beginning July 6th, the form used for requesting new PCards or updates to existing PCards will be updated! Rather than two separate forms, there will now be one form, “PCard Application and Changes”.

A few notes:

A worldwide chip shortage and other supply chain issues are delaying delivery of many WVU purchases, from computers and vehicles to furniture and flooring. Both Procurement Contracting and Payment Services and Information Technology Services urge employees and supervisors engaged in hiring to plan purchases as far ahead as possible.

Dell, for example, has advised the University to expect wait times ranging from approximately 40-90 days on computers and peripheral equipment. However, as global supply chains are still stabilizing, buyers can expect extended lead times and volatile pricing on many other items and materials.

Reminder! Use the IT Purchase Request Form for applicable software, hardware, and consulting services purchase requests. IT's guidance can be found here: https://wvu.atlassian.net/servicedesk/customer/portal/5/create/312.

Mountaineer Marketplace should be used for hardware, services, consulting, and cloud hosting. The PCard should not be used for those items.

A new  MyExpenses Helpful Hint about Allocation Presets has been published on the Helpful Hint page.

If this article isn't helping to solve your issue, you can also  Contact PCPS.

The guidelines for paying for fuel and maintenance costs for University owned vehicles has been updated and can be found on PCPS’s website. Please review the guidelines if your department owns any University owned vehicles.

As a reminder:

The year end close memo has been posted: https://financediv.wvu.edu/year-end-close.

PCPS-related year end close dates: (all dates listed below are as of close of business that date)

The West Virginia State Auditor’s Office requires a three-way match in order to pay all invoices. This means that there must be up-front pricing from either a quotation or contract, a requisition and purchase order, and an invoice supported by the up-front information. Instances of exception include direct payment (such as utilities, association dues, travel) and emergency orders.

This is a reminder that when submitting a Confirming Order form in Mountaineer Marketplace a quote or agreement needs to be included along with the invoice. In the event a quote or agreement was not obtained prior to the purchase, the department will need to request this documentation from the supplier prior to submission in Mountaineer Marketplace. Confirming orders should be avoided at all costs and should be replaced by contractual payments and blanket Purchase Orders going forward.

A new Mountaineer Marketplace Helpful Hint about checking to see if a Supplier Request Form is needed has been published on the Helpful Hint page.

If this article isn't helping to solve your issue, you can also   Contact PCPS.

PCPS has received an increasing number of questions regarding hospitality-related purchases, as the University is still working in unusual times. We plan to review the Hospitality Policy to consider potential impact of permanent changes in working environment (i.e. remote, hybrid, and in person). Until that policy has been formally updated, we wanted to ensure users were clear on what is considered allowable vs unallowable for hospitality expenses at this time: