Victoria Thomas
- Position
- Assistant Vice President Finance, Finance & Business
- Organization
- West Virginia University
Accounting and Reporting FAQs
Who should I list as my employer/company name when renewing my DEA?
Who is the certifying official for DEA Registration Renewals?
What should I do if there has been fraudulent activity in my Pcard account?
Are meal expenses reimbursable when traveling without an overnight stay?
Our department needs a work study student. How can we request one?
I need a new departmental activity created, how do I do that?
Who should I list as my employer/company name when renewing my DEA?
You must use West Virginia University to be exempt from the renewal fee.
Who is the certifying official for DEA Registration Renewals?
Wendy L. King, CFO for West Virginia University Health Sciences
P. O. Box 9002
Morgantown, WV 26506
Phone: 304-293-7304.
How do I apply for a State Pcard?
For State Employee Applicants:
The department DCC should contact the EBO to request access to the State PCard and Ethics training through http://www.wvsao.gov.
After completing the training, the DCC must fill out the State PCard WVU Application, available at http://pcps.wvu.edu/for_departments/about_pcards/state_pcard_forms.
Once the application is complete, it should be submitted to the EBO for processing.
How do I apply for a Research Corporation Pcard?
For new applicants who have not applied for a State Pcard and have not taken the State Pcard and Ethics training before, training for a Research Corporation Pcard needs to be completed and applicants need to pass the training quiz.
Copies of the training material and quiz are provided by the DCC. The quiz will need to be forwarded to PCardAdministration@mail.wvu.edu for review.
Once you've passed the training quiz, the DCC will need to complete a Research Corporation Pcard Application and have the applicant sign the Research Corporation Agreement form to be forwarded to the EBO.
The application form and Agreement form are available in this link: http://pcps.wvu.edu/for_departments/about_pcards/rcpcard.
What should I do if my State Pcard is lost or stolen?
If your Pcard is lost or stolen, notify Citibank at 1-800-248-4553 as soon as possible.
You will be issued a replacement card with a different account number.
Notify your Departmental Card Coordinator and complete a Pcard Maintenance Form to close your account for the lost or stolen card.
The Maintenance Form needs to be submitted to your EBO.
What should I do if there has been fraudulent activity in my Pcard account?
If You Suspect Fraudulent Activity on Your P-Card
Report immediately: Contact Citibank at 1-800-248-4553 and notify your Departmental Card Coordinator as soon as possible.
Close the account: Complete a P-Card Maintenance Form to request account closure.
Document the charges: Gather and submit all billing statements with the disputed charge(s) clearly marked.
Submit the required form: Complete the Declaration of Unauthorized Use Form (sent to you by the bank) and return it to Citibank Security Services at the address listed on the form.
Dispose of the card: Once the account is closed, destroy the compromised P-Card securely.
What is WVUBUY?
WVUBUY is WVU’s online shopping platform designed to make purchasing faster, easier, and more cost-effective. This e-commerce tool offers a convenient, one-stop shopping experience where you can compare prices across multiple vendors—including specialized suppliers like Alps Controls and Fastenal, as well as office supply providers such as Office Depot, Office Max, and Staples.
For more information and access to training materials, visit http://pcps.wvu.edu/wvubuy/what-is-wvubuy.
Who is the HSC’s assigned buyer in Payment Services?
Terri Castor at Terri.Castor@mail.wvu.edu or 3-8449.
When does travel require pre-approval?
See the travel policy at: http://pcps.wvu.edu/r/download/146761
When submitting travel reimbursement requests, what are some guidelines regarding the necessity for receipts?
Meals: In general, receipts are not required for meal reimbursement unless the traveler is engaged in guardian travel (see section 7.2 of the travel policy for more info on guardian travel). Meal expense reimbursement is limited to actual expenses for food, service and gratuities, not to exceed the Authorized Daily Rates (ADR) as established by the General Services Administration (GSA).
(GSA Website: http://www.gsa.gov/portal/category/21287)
Other expenses: Below is a brief sample of other business expenses which, if kept under the current IRS or GSA limits for miscellaneous expenses (currently < $75.00), do not require a receipt for reimbursement.
Baggage charges by airlines
Gratuities for baggage handling and public transportation (e.g., taxi cabs)
Tolls, garage and parking fees, including gratuities
(For a more complete list, please see section 9.1 of the travel policy.)
Are meal expenses reimbursable when traveling without an overnight stay?
No. Per Section 7.1 of the travel policy, meal expense reimbursement for single day travel (when there is not an overnight stay) is NOT allowed.
What forms must I complete for a mileage reimbursement?
When requesting travel reimbursement, you must complete both the WVU Travel Settlement Form and the Mileage Calculator Form. The Mileage Calculator compares the cost of using a personal vehicle with the cost of renting a car through Enterprise for the same trip.
Both forms are available at http://pcps.wvu.edu/for_travelers/wvu_travel_forms.
Reimbursement is typically limited to the less expensive option. If an exception is needed, the Travel Settlement Form must be signed by the Chief Business Officer (for HSC, this is Roberta Linger).
What is my available annual and sick leave balance?
Viewing Leave Balances in MyAccess
Go to myaccess.wvu.edu and log in using your Master ID and password.
Select MyTime, then choose Leave Request on the right-hand side of the screen.
Click Requests.
In the blue “Alternative” section on the right-hand side, select (+) Expand.
You’ll then be able to view your leave balances along with your employee demographic information.
What do I do if I need a change in my Oracle access, or if I need to add Oracle access for a new associate?
Please let us know what access is needed. That information will be reviewed once submitted and you will be notified when access has been granted.
When is the next State pay day?
State employees are paid twice each month. Pay days are usually on the 15th and 30th of each month. If the month has more than 30 days, pay days are the 16th and last day of the month.
As a supervisor, I have questions regarding the approval of hours for my non-exempt employees in MyTime. Is training provided?
Training for supervisors and employees can be found at http://myaccesshelp.wvu.edu. If you have further questions, please call (304) 293-5129.
Our department needs a work study student. How can we request one?
Work Study Student Hiring Process
Each semester, the Business Office emails HSC departments to request the number of work study students needed for the upcoming term. Departments must complete a form that includes a job description, the skills required, and, if applicable, the name of a specific student who has been awarded Financial Aid and is being considered for the position.
The Federal Work Study Office provides a list of eligible students each semester. Once a student is selected, the hiring department completes a new hire form and submits it to our office. The student may begin working after their assignment has been created in MAP.
I want to hire a Mountaineer Temp. What form do I complete?
Mountaineer Temp information can be found at: http://mountaineertemps.hr.wvu.edu.
Departments requesting a temp must complete an on-line job order form found at this link.
What paperwork do I include with my bank deposits?
Locked inside the deposit bag:
The white and yellow copies of the original TO
The cash/checks to be deposited
In the outside pocket of the deposit bag:
A copy (on 8 ½ X 11 paper) of the TO
A copy of the Miscellaneous Receipt
Note: You may keep the pink copy of the TO for your records. Please do not send any part of the original TO in the outside pocket of the deposit bag. Please send a copy only.
Why does it take so long to execute a contract?
Contract Review and Approval Process
All proposed contracts must undergo review before being signed by the Chancellor. The Legal Counsel reviews all legal conditions, and the Chief Financial Officer (CFO) reviews all financial conditions.
For assistance:
Legal questions can be directed to Kathy Day.
Financial questions should be directed to the Director of Accounting and Reporting.
Additionally, a CFO-designated “Gold Sheet” must be completed and attached when submitting a proposed contract to the CFO’s office.
What are the components of the State accounting string?
Download the Excel Spreadsheet.
I need a new fund – how can I create one in general ledger?
Make your request in an e-mail to the Director of Accounting and Reporting in memo form, or use the online form.
I need a new departmental activity created, how do I do that?
Refer to “MAP Forms”, on the MAP home page
Choose General Ledger (GL)
Select - add a Child Level DA, or Add a Department Level DA.
Your request will be sent to the Director of Accounting and reporting for approval.
Where do I get asset management tags?
Victoria Thomas
- Position
- Assistant Vice President Finance, Finance & Business
- Organization
- West Virginia University
You can also review the policy at http://financialservices.wvu.edu/ccpm/property_management.