Author: Fiscal Services Communication Team

Cashier’s Office Relocation

M: Drive “Invoices” shared drive changing to P: Drive!

As part of the migration away from the current M drive shares, Fiscal Services is moving the shares containing invoices (2013 to 2024) to a single “fsvc.invoices” share on the Patriot (P:) drive. If you currently have access to the 2024 share, you should now see the new Patriot (P:) drive just below or near the M drive share. There is not content in the P drive “fsvc.invoices” share now and the files will be migrated on Saturday, June 8th at 8am. This means that all fsvc.invoices files (fsvc.invoices2013 through fscv.invoices2025) will all reside in the P drive after Monday, June 10^th at 8am.

Please do not access either the M or the P drives during this weekend to avoid any issues with open files. You may resume accessing the invoice repository Monday, June 10th at 8am, unless otherwise directed. You will still be able to access these M drive locations for a short time, but suggest you begin using the new P drive share. If you have any questions, please reach out to Rob Faber (rfaber2@gmu.edu) and Accounts Payable (acctpay@gmu.edu). Thank you!

Amazon Business Single Sign On (SSO)

The Purchasing Department is working with Amazon Business to implement Single Sign On (SSO) with your Mason NetID to Mason’s centralized Amazon Business (AB) account. SSO will be turned on for all users under Mason’s centralized AB account on Monday, June 10th. SSO will automatically remove faculty and staff who are no longer employed by Mason.

The URL to access AB will remain the same, but you will be redirected to Mason’s SSO page. Once authenticated, users will be brought into their Amazon Business account. If you are using your Mason email address to log into a personal Amazon account, you can follow the attached instructions to switch that account to a different email address. Please complete this process before the activation date.

Nothing is changing with the registration process. New P-Card holders must email purch1@gmu.edu to be invited to Mason’s Central AB account. In your email request, please include your department name and/or college/school, and email address. Accounts can only be set up to employee NetID emails; generic or department email accounts will not be allowed. If your Mason AB account is setup to a generic or department email, you will not be able to access your account once SSO is activated. You must email purch1@gmu.edu to request an invitation to your employee NetID email.

Please email purch1@gmu.edu if you have any questions about this policy. For Amazon Business Customer Support, please visit: www.amazon.com/gp/help/contact-us or call (866) 486-2360.

Payment Request and Revenue Refund Request Form 2.0s

Recruiting Services

The Purchasing Department has awarded contracts for Recruiting Services. Awards were made in one or both categories of Retained or Contingency Searches. The selected vendors have prior experience placing Director and Executive level positions in Higher Ed. Contracts were negotiated with a fixed fee percentage, no administrative charges, favorable payment terms, and a minimum six-month replacement guarantee. The fee percentage is based on the first-year base salary.

Retained and Contingency are defined as the follows:

Retained Search: The vendor is paid on a schedule and is exclusively used to find a candidate.
Contingency Search: The vendor is paid only when their candidate is hired; if their candidate is not picked, no payments are made. Multiple vendors may be used in the search.

Instructions for Ordering

Departments are encouraged to obtain two proposals/quotes, including at least one SWaM vendor, from the list below or VASCUPP contracted vendors: https://vascupp.org/contracts. The quotes/proposals must be at or below the negotiated rate. When practical, units should negotiate a cap on total fees for high-dollar placements and, when present, rejection of administrative charges, payment terms that require payment before services are rendered or “indirect” fees. Enter the order into eVA with an estimate of the expected fee to be paid before any services are rendered.

Recruiting Services

These vendors have contracted with Mason to provide Recruiting Services. Departments are required to use a vendor that is under contract.

Remote and Telework Expenses

Remote and Telework activities should be conducted in an electronic format. When not practical, units may purchase supplies that are essential to ensure business continuity. All purchases remain the property of the university and must be returned to campus once the remote/teleworking period has concluded. We are relying on the sound judgment of office administrators, P-Cardholders, and Org approvers as stewards of Commonwealth funds to ensure all purchases are reasonable and economical.

Remote Work Supplies

Remote work is an arrangement where an employee spends most, or all, of their working hours outside the traditional place of work. Visits to the campus are infrequent, the location is sufficiently far away that daily commuting is not possible, or the position is designed specifically for off-site work.

Supplies should be purchased from their current sources following existing procedures. Units may order most essential office supplies and pay with a Mason P-Card through their Amazon Business Account or through The Supply Room (eVA). A waiver is no longer required when using Amazon Business or The Supply Room. Remote work supplies may be shipped to an alternate location when approved by the unit. In circumstances where orders cannot be placed on a P-Card, and an alternative address is necessary, units can request to have an address changed in eVA by sending a request to fast@gmu.edu. Please do not purchase items with personal funds and seek reimbursement.

Telework Supplies

Telework is an arrangement that allows an employee who spends most of their work hours at a university site to conduct work at an approved alternate site for an agreed upon period of time.

Supplies should be purchased from their current sources following existing procedures. Units may order most essential office supplies and pay with a Mason P-Card through their Amazon Business Account or through The Supply Room (eVA). A waiver in no longer required when using Amazon Business or The Supply Room. Telework supplies should be delivered to an on-campus location and obtained by the employee on their next visit to campus. Please do not purchase items with personal funds and seek reimbursement.

Generally, equipment and supplies used to set up a home or remote office location should not be funded by state funds (i.e., standing desks, office chairs, lamps). If an accommodation is needed, please see guidance at https://diversity.gmu.edu/employee-accommodations.

Items that may be purchased for remote or telework:

Limited quantities of consumable items- pens, pencils, toner, paper
Computer hardware that is essential to provide business continuity and will be able to be used in your department on an ongoing basis. Please order through Dell, Patriot Tech (Barnes and Noble) or CDW
Microphones, webcams or headphones (standard and economical)

Items that should not be purchased for remote or telework:

Furniture, like chairs or desks
Personal items- cushions, tissues, lamps, privacy screens, sound machines
Phones
Purchase costs or maintenance expenses associated with employee-owned items or related services
Upgrades to existing home infrastructure- new routers, antennas, internet enhancements
Printers or scanners (unless department head has determined there are extenuating circumstances)

T-shirt Screen Printing Contracts

The Purchasing Department has awarded contracts for T-Shirt screen printing services. For all T-Shirt screen printing, users should contact the vendor, referencing the corresponding contract number, to determine job pricing.

Instructions for Ordering

Orders of $5,000 or less: Departments must obtain a quote from one of the contracted vendors listed below. The quote must be attached to the eVA requisition and/or P-Card allocation.

Orders above $5,000 : Departments must obtain at least two quotes from one of the contracted vendors listed below. The quotes must be attached to the eVA requisition. The purchase order will be issued to the lowest responsive, responsible vendor. NOTE: Departments may not “split” requirements to avoid the competitive requirement. Nor may a vendor accept split requirements.

**If the contracted vendors are unable to provide the goods/services required for a particular printing job, the department must complete and submit a Printing Waiver Form prior to purchasing off-contract T-shirts.

You must be logged in using your Mason Single Sign-On (SSO) to view the following table, Mandatory and Specialized Purchases – Vendor Lists

Embroidery Contracts

The Purchasing Department has awarded contracts for embroidery printing services. For all embroidery printing, users should contact the vendor, referencing the corresponding contract number, to determine job pricing.

Instructions for Ordering

Orders of $5,000 or less: Departments must obtain a quote from one of the contracted vendors listed below. The quote must be attached to the eVA requisition.

Orders over $5,000: Departments must obtain at least two quotes from one of the contracted vendors listed below. The quotes must be attached to the eVA requisition. The purchase order will be issued to the lowest responsive, responsible vendor. NOTE: Departments may not “split” requirements to avoid the competitive requirement. Nor may a vendor accept split requirements.

Embroidery Pricing by Vendor

You must be logged in using your Mason Single Sign-On (SSO) to view the following table, Embroidery Pricing Guide

Business Cards and Printing Contracts

The Purchasing Department has awarded fifteen (15 )contracts for printing services. Business Card pricing is listed below. For all other printing, users should contact the vendor, referencing the corresponding contract number, to determine job pricing.

Instructions for Ordering

Orders of $5,000 or less: Departments must obtain a quote from one of the contracted vendors listed below. The quote must be attached to the eVA requisition.

You must be logged in using your Mason Single Sign-On (SSO) to view the following table, Business Cards and Printing Contracts Guide

ALL business cards must be ordered through Worth Higgins

Worth Higgins

Contract #GMU-JR0815-23-02. Delivery Time: 7-10 days. For full details visit the following website, https://connects.worthordering.com/login/georgemasonuniversity

Business Cards	QTY 100	QTY 250	QTY 500
One side (1-color or 2-color)	$28.00	$30.00	$40.00
Two side (1-color or 2-color)	$28.00	$40.00	$50.00

Marketplace User Roles

Departments must establish internal controls that are intended to reduce the risk of an existing or potential control weakness. Departments should consider these roles, along with who will reconcile the Marketplace transactions to Banner Finance, when assigning duties to department staff. Please review the TouchNet Marketplace User Role Guide to enhance internal controls and ensure appropriate staff are assigned to each role.