From Organizational Excellence: Learning from Failure

Fail up!

Learning from Failure
Sponsored by UVA Organizational Excellence

An interactive session focused on communicating the art of learning from failure. Individuals will learn how to view setbacks as opportunities for growth, which will instill resilience and a growth mindset. Additionally, individuals will be guided in self-reflection and be provided tools for informed decision-making, enabling them to become not only successful individuals but also failure-tolerant leaders.

Presenters: Jeffrey Lovelace, Associate Professor of Commerce, McIntire School of Commerce

When: January 17, 2024, 11:00 a.m. to 12:00 p.m.
Details: Holloway Hall - Room 116, Bavaro Hall (In-Person)

Register Now

UVAFinance Welcomes Olga N. Weider as Associate Vice President of Operations/University Controller

Olga N. Weider will join UVA as the new Associate Vice President of Operations and University Controller on January 22. 

Executive Vice President and Chief of Operations J.J. Wagner Davis expressed her enthusiasm for the choice of Weider, saying “I am thrilled Olga is joining our wonderful UVAFinance team and could not be happier with the selection,” Davis said. “She brings a strong foundation of financial leadership and a deep understanding of the complexities of higher education finance. I look forward to seeing her thrive with the team.” 

Weider joins UVAFinance with a wealth of experience and a proven track record in financial management, having served as Assistant Vice President/University Controller at the University of Florida in Gainesville.  She brings an extensive career in financial management as well as expertise in continuous improvement and building strong teams. She holds a Master of Business Administration from Louisiana State University and a Bachelor of Accounting from the University of South Florida.   

“I am excited to be a part of the University of Virginia Finance team,” said Weider.  “Together we will make a long-lasting impact in support of the University community.” 

As AVP of Operations, Weider will be responsible for overseeing and optimizing the operational functions within UVAFinance, leading those teams in their pursuit of efficiency and excellence so important in these key areas that serve the University’s mission.   

“Olga’s strategic mindset and commitment to best practices make her an excellent fit for UVAFinance, and I'm extremely excited to have her join the team!” said Augie Maurelli, Vice President for Finance and Chief Financial Officer.

3% Maximum Merchant Credit Card Surcharge Allowed

Be aware of the guidelines.

Effective April 15, 2023, Visa reduced the permissible merchant surcharge to the lower of: (a) the actual rate charged to the merchant by Visa, or (b) 3%.

If you receive a bill from a vendor asking for more than a 3% merchant surcharge, please email the vendor name, contact information, and invoice (if available) to card@virginia.edu.

This information is also available on the Bank of America Resource page.

Introducing Finance: Bess Landolt and Chris Peper

A lot has changed in UVAFinance in the past few years (understatement!). There are many new faces, changes to the organizational structure, and lots of differences in the way we do our jobs. When remote and hybrid work is added into the mix, it's easy to become unsure about which department does what and who works where.
Introducing UVAFinance is a recurring blog feature created to introduce our team to our team, a couple of members at a time. Every other week, we'll present readers with two team members to get to know. To understand how these colleagues are situated within the greater UVAFinance structure, check out this resource on the UVAFinance website. (Keep in mind that it's not an org chart, but rather a map of what functions of central finance exist in which general areas.)

Let's go!

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Bess Landolt, Solution Center Payroll Specialist

What do you do as a Solution Center Payroll Specialist?

I review inquiries that come to Payroll for issues that need to be resolved, and then I collaborate with other departments or others in Payroll to ensure that we take care of the concern as efficiently and quickly as possible. Though many inquiries begin with us, it “takes a village” to make sure all pieces of an employee record are in place for proper payment.

Who do you work with on a regular basis?

The Payroll team has a lot of cross-over with HR, including the Compensation team, Benefits team, and the Talent Support group. We also work directly with employees or departments to guide them in the needed steps to resolve a problem or to connect them with those who can best assist them

What seasons are busiest, or what rhythms exist in your job?

Every week, there is at least one pay group that is being paid, so there is no real slowdown for the Payroll team. Some weeks, we have as many as 4 payrolls in progress, plus additional off-cycle payments for special cases. The start of the semester can be a bit busier than usual with newly hired employees coming aboard, but the weeks fly by each year because we are busy every week.

What might surprise people about the work you do?

People might be surprised that we have a relatively small team, but we process thousands of payments for over two billion dollars annually. We merged 3 payroll groups when transitioning to the Workday payroll platform (the Medical Center’s payroll team, the Academic payroll team, and the University Physician’s group payroll team.) Though we have some presence in the office each week, we have largely been a remote operation since 2020.

What do you like best about working in UVAFinance?

UVA Finance has a wonderful group of people working in it. Everyone is kind, supportive, and helpful. I appreciate our focus on being collaborative partners and our recent work using the DISC analysis tool to help us all understand our own and others’ communication styles. 

How do you connect your work with the UVAFinance values?

These efforts to build a better understanding of our teammates and be collaborative both within Finance and outside of our own department help us to better serve the finance needs of the University.
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Chris Peper, Director of Budgets and Planning

What do you do as the Director of Budgets and Planning?

I always feel like this is both the easiest and hardest question to answer. In short, as the Director, of Budgets & Planning OFP&A, I help folks with their budget planning and execution. More specifically, I collaborate with units across the Academic Division to assemble the institution-wide budget and multi-year financial plan from the unit level up to the larger institutional perspective. I also help initiate OFP&A’s change efforts in budgeting and planning in partnership with the Academic Division units, working with them to improve the overall quality of the annual budgets and multi-year financial plans, improve the quality of the budget conversations with leadership, and reduce duplication and waste in OFP&A and unit processes.

In executing that role, I engage with internal and external stakeholders to provide objective, accurate, and timely information, analyses, and decision-support tools while ensuring a high degree of transparency, collaboration, and compliance.

If that sounds a lot like a job description, you’re not wrong.

Who do you work with on a regular basis?

Within UVA Finance, OFP&A engages regularly with the Business Intelligence, Financial Accounting & Reporting, and Treasury teams. The Workday FDM is much more apparent than the Oracle GL/GA accounting system we converted from, so routine collaboration with these teams has been essential to enhance understanding of the financial data and help units solve issues and answer questions associated with the conversion. Working closely with these teams has also helped OFP&A (and vice versa) develop our understanding of university accounting and state financial reporting requirements, and the interface of that information with budget and planning and managerial reporting.

Additionally, each member of the OFP&A team has their respective unit budget assignments and Reshma Gali (OFPA Budget Analyst) and I partner to work with several schools (Arts and Sciences, Education, & Data Sciences), the Provost’s Office and its reporting units, including the Vice President for Research, and the Miller Center.

 
What seasons are busiest, or what rhythms exist in your job?

Honestly, it’s been busy all year round since the Workday conversion and update to Adaptive Insight 3.0, but typically, OFP&A is busiest during the annual budget process, which is from late August through early June. The budget process ramps up as we approach the unit submission deadline (1st week of February) and continues with budget analysis and unit budget meetings until the budget is formally approved by the BOV in early June.

 
What might surprise people about the work you do?

What surprises me (and probably most UVA finance professionals) is how we’ve all incorporated words like “debit” and “credit” into our daily vernacular since conversion to Workday. That said, I really do like the new system. For sure it’s been a big adjustment, but that’s true of any ERP conversion. But I really like the transparency of the new FDM and the transactional efficiencies in Workday. Without question, I have gained a deeper understanding of university fund accounting, and the flow of funds within the University. Much of that is also due to coming from a school finance position into a central role, but the new system has helped expand my knowledge considerably.

 
What do you like best about working in UVAFinance?

I really like my OFP&A team. It’s a solid collection of personalities, interests, and skills and we complement each other’s abilities well. Consistent collaboration with the other UVA Finance areas and units in the field is also a bonus of my role. All these interactions contribute to ideals that are important to me in the workplace: collaboration, problem-solving, identifying & implementing efficiencies, learning, continuous improvement, and service. Combining all that with being able to work with a strong finance leadership team and daily interaction with a variety of different business models within the university (auxiliaries, schools, research institutes, administrative units) is why I like my job. 

How do you connect your work with the UVAFinance values?

At the core, I want to ensure that I exhibit qualities that demonstrate I’m a genuine, valued, and trusted partner within the university finance community. A bit of great and good if you will.
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UVAFinance Mission & Values / UVAFinance Organizational Structure / Past Introductions can be found on our site under "Resource Shelf"

Would you like to be featured in Introducing UVAFinance? Want to suggest a colleague to be featured? Email bv8h@virginia.edu

Wellness Resources: November 2023

TROUBLE SLEEPING?
Attend the Establish Healthy Sleep Habits webinar to help you achieve restful sleep by leveraging resources through the Virgin Pulse Sleep Guide. Proper sleep can help you improve your health, perform your best, and derive greater enjoyment from your waking hours.

Date: Nov 7, 2023 at 12 PM

The Sleep Guide is accessed through the Hoos Well Portal. Click this link to learn more about the portal and set up an account.

FREE GROUP EXERCISE CLASSES

Join a free in-person (or virtual) drop-in class, including Body Pump, Yoga, Strength Training, and more. Hoos Well offers the classes in partnership with Virginia Recreation (UVA Rec).

Spouses enrolled in a UVA Health Plan may also participate.

Click HERE for more information. Click HERE to view the drop-in class schedule.

HEALTHY THANKSGIVING RECIPES

Thanksgiving is a time to celebrate and express gratitude with family and friends around the dinner table. While most of us will often eat more than we usually do, it doesn’t mean our choices can’t taste good and be healthy at the same time. Try one or more of these more healthy Thanksgiving recipes to serve at your dinner table this Thanksgiving.

NEW CLASS FROM FEAP! STRENGTHS & SABOTEURS:
Unlock New Levels of Productivity and Fulfillment

Join FEAP's 4-week course to uncover and harness your unique strengths, silence inner saboteurs, and navigate challenges with confidence. Shift focus towards your natural talents for increased productivity and fulfillment. Don't miss out! Sign up today with Mary Sherman and Beth Frackleton. Register today!

Anjali Karnik Joins Payroll Team

Anjali by the bay

UVAFinance's Payroll Services Team welcomed new Payroll Specialist Anjali Karnik this October.  Karnik came to UVA most recently from a stint assisting the payroll team at Meta.  She brings a wealth of experience in accounting, banking, and payroll.

Coming from a family of financial professionals, Karnik knew she wanted a career working with numbers early on.  Her eventual choice to focus on payroll stems from how closely it's tied to the workforce: "Payroll connects Finance and Human Resources," she comments, adding that it's that balance she particularly enjoys.

Although she finds her software knowledge and skillset have easily transferred from private industry to higher education, she has noted the fast-paced nature of UVA's payroll department.  "There are so many types of payroll we run here!" she says.

Karnik enjoys going on adventures such as hiking and camping with her two daughters: Arya, 14, and Anika, 9.  She also likes listening to music and cooking, and has recently begun experimenting with Mediterranean recipes.   She lives in Freemont, in the San Fransico Bay area, and recommends you check out the restaurant Amber-India for great Indian American cuisine, the next time you're in town.

Payroll Welcomes Gregory Overton

The Overtons

UVAFinance's Payroll Services Team welcomed Gregory Overton to the team as a Senior Payroll Specialist this past October.  Overton, who hails from Baltimore, has come to the team most recently from Johns Hopkins University.  Before that, he was with ADP for nearly 12 years. 
Overton was drawn to working at UVA because of the opportunity to grow with the organization.  As he points out, "longevity is my thing" when it comes to career choices.  He joined ADP at 20 and worked up from the warehouse to be a client services representative and then a payroll professional.  
"Once I fell into payroll, I loved it," Overton explains.  Beyond his enjoyment of analyzing numbers, he also found that solving customer problems was satisfying for him.  
In addition to being a numbers devotee, Overton is also a self-proclaimed sports junkie.  He and his wife Erinne have two children:  Gregory Jr., 7, and Emery, 3.  When he's not catching up with his favorite teams, he also enjoys collecting rare vinyls.  
As a long-time Baltimorian,  he advises that the next time you visit the city, you check out Harbor East, just a few blocks down from the Inner Harbor site.  

2024 Fiscal Administrator's Meeting Dates

Contributed by Stacey Rittenhouse

Below is the schedule for the 2024 Fiscal Administrators meetings. The Zoom link is included below that will work for each meeting. The link and agenda will be sent before each meeting. All meetings are scheduled for 10:00AM.

Mark your calendar so you won't miss it!

• January – No meeting
• February 7
• March 6
• April 3
• May 1
• June 5
• July – No meeting
• August 7
• September 4
• October 2
• November 6
• December 4

Zoom link to join each meeting

Reminder Regarding Holiday Gifts

Contributed by Mark Cartwright

As we approach the festive season in many parts of the world, it is natural for gifts and other business courtesies to be offered by our vendors. While we are grateful for these business partnerships and appreciate the opportunity to celebrate this season by showing our mutual respect and esteem, it is important that we avoid situations where it could even appear that we are showing favoritism, requesting or accepting any kind of improper advantage, or otherwise engaging in conduct that is inconsistent with our values. 

To that end, we want to take this opportunity to remind you of the guidelines set out in UVA’s policy addressing the acceptance of gifts and special benefits from vendors. 

Here are a few key principles: 

• University employees can only accept gifts or benefits on behalf of the University, not personally.
• Acceptable gifts, or benefits, should be of nominal value. Examples include perishable or consumable gifts (think flowers, Christmas cookies, baked goods, and so on!) that can be shared within a department or group. 
• Other examples include items of acceptable, nominal value gifts include those bearing advertising, such as magnets, calendars, or note pads. 
• Meals or beverages from vendors when offered to a large group of people at a trade show, exhibit or other professional meeting are also acceptable. 
• Employees should not accept cash or cash equivalents such as gift cards. 
• Trips and travel expenses, whether offered as reimbursement or as gifts, should not be accepted. 

Of course, we cannot cover every situation in an email, so we encourage you to read our gift policy, available at https://uvapolicy.virginia.edu/policy/FIN-019, for more guidance. Please keep in mind that the University’s policy is intended only to protect you and UVA.

Acceptance of gifts or other special benefits from vendors can give the appearance of impropriety and compromise the University’s integrity and image. In certain circumstances, individual employees could even be held personally liable, all of which we want to avoid. 

If you have questions or concerns, please feel free to reach out to me. Thank you again for your continued partnership and enjoy the season!

Tis the Season to Be Out of Office: Don't forget to Delegate!

The winter holiday season is almost upon us!  
If you're planning on taking more days off in addition to UVA holidays during November and/or December, don't forget to delegate!  
The Workday Delegation feature allows temporary re-assignment of tasks so your business processes don't stall.
Refresh yourself on the details of delegation on the UVAFinance website.

Split Transaction Awareness: T&E Card Limits and Compliance

Purchases should not be "split" into multiple payments to circumvent the T&E Card’s spending limit or requirements to seek competition. 

Cardholders can submit a Card Change Request Form any time to request a higher spending limit as needed. Requests will first be reviewed by the cardholder’s supervisor and then be processed within one business day.
The T&E Card’s spending limits can be viewed on the Active Cardholder Search. The card’s spending limits are displayed in the format of Per Transaction Limit/Monthly Limit (e.g. 10,000/25,000).

The Change Card Limit page provides further information regarding the card’s spending limit and limit increase requests.

Split transactions are reviewed regularly and will result in a card violation if it is determined that the cardholder intentionally circumvented their card’s spending limit.  Please let us know if you have questions or concerns; the T&E Team is happy to help you!

Holiday Lunch & Learn from UVA Sustainability

Are you a purchaser or event planner at UVA? 

Join UVA Sustainability on December 6th for a special Holiday Lunch & Learn about sustainable gifting and event planning on Grounds (and at home)! 

Registration is required by November 30.

Green Holiday Gifts and Events Lunch & Learn:  Read more and register.

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Also from UVA Sustainability:  Top Things You Never Have to Buy at UVA

Top Things You Never Have to Buy at UVA

Contributed by UVA Sustainability

You can be green and save money at the same time by checking out the Reuse Store or the ROSE Store's offerings the next time you're shopping for office items.  

Here are the top things you can get FREE from these stores' inventory:

• Office chairs

• Filing cabinets

• Bookshelves

• Computer Monitors

• Binders

• Desk organizers

• Pens

Sound interesting?  Check out UVA Sustainability's post on their blog for more information.

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Also from UVA Sustainability:  Holiday Lunch & Learn on Green Giving & Events!

Introducing UVAFinance: Linda Estepp and Jack Jensen

A lot has changed in UVAFinance in the past few years (understatement!). There are many new faces, changes to the organizational structure, and lots of differences in the way we do our jobs. When remote and hybrid work is added into the mix, it's easy to become unsure about which department does what and who works where.

Introducing UVAFinance is a recurring blog feature created to introduce our team to our team, a couple of members at a time. Every other week, we'll present readers with two team members to get to know. To understand how these colleagues are situated within the greater UVAFinance structure, check out this resource on the UVAFinance website. (Keep in mind that it's not an org chart, but rather a map of what functions of central finance exist in which general areas.)

Let's go!

________________________________________________________________

Linda Estepp, Local Support Partner

What do you do as a Local Support Partner?

Local Support Partners, or LSPs, are part of a partnership with all schools and units and ITS; we're registered with ITS as a person providing technological support for an internal department.  We're the first line of support when something goes wrong with your laptop, printer, the conference room technology, etc.  We also provide guidance on what technology is available to assist with their specific needs. 

Who do you work with on a regular basis? 

I work with all finance departments, plus Student Financial Services (SFS), the University Registrar (UREG), and Information Security.  And of course, I work with my teammates Mike Hayton and Micah Boothe. 

What seasons are busiest, or what rhythms exist in your job?  

Our time is regulated by our customers' needs, so day to day, it varies.  We are busy at the end of the fiscal year, and busy during registration because we support SFS and UREG.  It's been interesting how the hybrid work environment has impacted us:  people aren't always in set spaces, sometimes they are only in the office for a short while and need something looked at.  It has changed the dynamic somewhat.

What might surprise people about the work you do? 

One thing that might surprise people is that not all technical support people at the University are LSPs.  Another interesting fact is that we onboard an average of five new users per month.

What do you like best about working in UVAFinance? 

I used to support just Procurement, all by myself.  Now that I work for UVAFinance as a whole, I get to work with other LSPs and that has helped me as a professional.  I have colleagues who do the same work as me to consult with and troubleshoot with.  

How do you connect your work with the UVAFinance values? 

Our team really does try to provide excellent service and support, and through our work, we want to be a trusted partner for our UVAFinance teammates. 

_______________________________________________

Jack Jensen, Training & Development Specialist

What do you do as a Training & Development Specialist?

My job primarily involves developing training classes and training materials, which include Quick Reference Guides (QRGs) and Frequently Asked Questions (FAQs). My areas of responsibility include departmental training for Procurement and Accounts Payable functionality, and the finance side of the Payroll functionality, which is mainly Costing Allocations and Payroll Accounting Adjustments. I have been heavily involved in the development and delivery of the Lean training classes. I also serve as a departmental problem-solving contact in these areas.

Who do you work with on a regular basis? 

In my training development role, I work closely with our other trainers and functional Subject Matter Experts to make sure we are providing consistent, accurate, and thorough training materials. I also work closely with departmental finance professionals to provide them with the information and training that they need, and to help them resolve problems that they encounter in their daily work.

What seasons are busiest, or what rhythms exist in your job? 

I wouldn’t say that we really have a busy season. Obviously, we were extremely busy during the Workday development and implementation process. That has slowed down considerably as everyone is getting used to the nuances of Workday. We are now beginning to focus more on other training initiatives, such as starting up the Lean training again.  

What might surprise people about the work you do?

A good portion of my daily work is working 1:1 with departmental finance professionals to answer questions that they may have and help them solve problems that they encounter. I have an hour blocked off in my schedule four days a week for 1:1 time with departments.

What do you like best about working in UVAFinance?

Without question, it’s the people. I have been blessed with some incredible colleagues and a wonderful director in our training department. I couldn’t ask for a better team. Everyone in central finance has been so helpful and nice to work with. While I really enjoy training development, the part of my job that I enjoy the most is the 1:1 problem-solving with departments. I have developed some strong working relationships with a number of people in departments across grounds and enjoy my small part in helping them do their jobs well.

How do you connect your work with the UVAFinance values?  

The UVAFinance Values are at the heart of what we do in the training department. Values of continuous improvement, service excellence, collaboration, and delivery of accurate, consistent, and reliable information are who we are and what we strive for.

_______________________________________________________________________

UVAFinance Mission & Values / UVAFinance Organizational Structure / Past Introductions can be found on our site under "Resource Shelf"

Would you like to be featured in Introducing UVAFinance? Want to suggest a colleague to be featured? Email bv8h@virginia.edu

Employee Leaving Their Position? Be Sure and Update Workday Roles!

There are plenty of things to think of when a team member leaves his or her position, but in the flurry of hiring and backfilling, don’t forget to ensure you have filled the Workday Finance roles attached to that position. Even if you’re rehiring for the position immediately, ensuring the roles are temporarily assigned to another team member will keep your business processes from getting stalled.

Every month when account certifications are generated, hundreds of UVA’s business processes screech to a halt because of vacant positions with unassigned roles or because the same person is assigned the base roles for Preparer and Approver, which cannot be the same..

Nobody likes stalled business processes! This can be avoided by assigning that position’s roles to other employees before the month's end. When the vacant roles are taken care of before the end of the month, the system automatically assigns it to each account certification as needed, but it’s a time-consuming and much more complicated process if the roles are still empty at month-end.

When you do a change job, a transfer, or a termination, make it part of the process to consider the roles attached to the position in question. The Workday Support Team is focusing on more automated ways to handle this process. Until they get there, we appreciate your support in keeping business processes flowing.


CHECKING YOUR ROLES

• You can check for unassigned/unfilled roles in your worktags/organizations (i.e. Cost Center, Gift, Grant, etc.) by running the Workday Security Roles app in UBI. You can also use the same app to review all security roles an individual holds.
• You can also see empty roles by navigating to the respective worktag while in Workday (e.g. by typing it in the search bar or using the respective FDM Reference report) and then choosing the “Roles” tab.
• Consider making it a part of your offboarding process to have departing employees’ supervisors check and backfill their roles. Roles can be filled by submitting a System Access Request via the app in Workday. In certain instances, a mass security request to update the roles can be submitted via AskFinance, but verify with the Security Team first.

HELPFUL LINKS:

• Finance Security Roles & Training List
• Workday FIN Security FAQ (QRG)
• What Are the Finance Security Roles
• Security Roles Request – Mass Upload Template
• What are the roles for Account Certification?

Coming Soon: Identify Purchase Orders Targeted for Closing

The Monthly Close Process for POs and Requisitions has been going well so far.  The first close process took place on October 1.  

To refresh, this process generally closes fully sourced, draft, or generally inactive records that have not shown activity in 30 days.  (Read more about the process details in this blog article.)

Early in November, the Procurement Team demonstrated a new report to the Fiscal Administrators' group that will allow viewers to review what records are targeted to be closed.  

The report, called "Purchase Orders Targeted for Closing or Cancellation," is slated to be made available in Workday next week.

Education Benefit Deadline Approaching

The deadline for using your education benefit and having it count toward the calendar year 2023 is December 15.  

After that date, the education benefit portal in Workday will go down and be available again on January 1, 2024.  

Remember that there are many fantastic online offerings you could still take advantage of before 2023 closes.  Here's just a few:

• NACUBO Online Learning

• School of Continuing & Professional Studies 

• Darden Executive Education

UVAFinance in Action

Walker & Maurelli at SACUBO

Last week was the 2023 Fall Workshop for the Southern Association of College and University Business Officers (SACUBO).  

photo by Paul V. Photography

UVA was represented at the National Association of Educational Procurement (NAEP) District II Regional Conference in Harrisburg, PA this October by Procurement's Shannon Wampler.  

UVAFinance's Joel Kreider moderating
a session at SWaMFest 2023

Twenty-two UVAFinance team members made the trip to Richmond last week to support Virginia small businesses at the annual SWaMFest event.  
Check out this news clip about the event!

UVAFinance team members led two sessions:  Augie Maurelli and Katie Walker presented "Scrapping Budgetary Spending Authority to Improve Planning and Resource Management," and Angela Knobloch, Patty Marbury, and Brandi Van Ormer shared "Transforming the Experience of Stakeholder Change."

Wampler facilitated a sharing and brainstorming session composed of the region's large schools.

Hosted by the Virginia Association of State College and University Purchasing Professionals, the event featured vendor exhibits and informational sessions.

Supplier Invoice Requests: No need to request approval

Because the Accounts Payable Team addresses invoice requests on a daily basis, schools and units don't need to worry about reaching out to ask for approval.

All pending invoice requests that are at the step “Create Supplier Invoice from Supplier Invoice Request” will be approved within no more than two business days.  

Of course, reach out to us through askfinance@virginia.edu if you have questions or concerns.