Update to dean/VP or delegate approvals for financial transactions

As we approach the close of the fiscal year, the Shared Services Center wants to ensure that your financial transactions are approved with no delays. As a reminder, dean/VP or delegate approvals are required for transactions as outlined below. If any of your dean/VP or delegate approval contacts have changed, please notify Andrea Murphy (almurphy@hsc.wvu.edu) as soon as possible.

Purchases

All non-externally funded purchases/expenses (except travel and hospitality) greater than $2,500 must be approved by the dean of a college or the vice president of a unit. The dean or vice president may elect to delegate the approval authority to their respective business officer or strategic business advisor. For requisitions submitted in Mountaineer Marketplace on Confirming Order, Direct Pay, Lease, Non-Catalog and PO Change Order forms, users select their applicable college/division which will determine the dean/VP or delegate that the report will route to for approval. This replaces the need to attach a separate email approval from the dean/VP/delegate to the requisition.

Purchases must still attach the emailed dean/VP/delegate approval for non-externally grant funded catalog orders, Pcard transactions or reimbursements over $2,500 to the applicable requisition or expense report.

Hospitality

All hospitality expenses, regardless of the dollar amount, must be approved by the dean of a college or the vice president of the unit prior to the event unless funded by a WVU Foundation account. The dean or vice president may elect to delegate the approval authority to their respective business officer or strategic business advisor.

Travel

All non-grant funded overnight travel – both domestic and international and regardless of the dollar amount – must be approved by the college dean or unit vice president prior to booking any reservations. The emailed approval and justification must be attached to the expense report in MyExpenses for the PCard and/or reimbursement expenses related to the trip. The college dean or unit vice president can delegate approval authorization to others in the college. As part of the decision to delegate, the college dean, unit vice president or business officer should reach out to Mark Gavin (in the case of academic units) and Barbara Weiss (in the case of non-academic units) for a discussion.

If you have any questions or concerns, please contact the Shared Services Center at (304) 293-6006 or sharedservices@mail.wvu.edu.