Financial Transactions for Faculty

A P-Card provides an appropriate purchasing method under Commonwealth guidelines for faculty and staff. In order to minimize manual paperwork and lengthy training for faculty who have administrative and departmental support, an additional option is now available. With department approval and completion of the Faculty P-Card application, the designated faculty cardholder will be enrolled in a 30-minute online training. Faculty members interested in this option should contact their unit’s financial management.

Faculty P-Card Overview

Faculty Member (Cardholder) Responsibilities

• • Responsible for all purchases made with the P-Card
  • May only use for appropriate business purchases
  • Must follow purchasing guidelines
  • Must submit a receipt and comment detailing the business purpose to the administrator within 2 days of the purchase

Administrator (Reconciler) Responsibilities

• • • Receive the receipt and/or backup documentation from the faculty member
    • Upload the documents to the Mason Finance Gateway, allocate the transaction, add comments provided by the faculty member
    • Must sign off on the transaction by the monthly deadline (A departmental approver will then approve the transaction in the Mason Finance Gateway to finalize the approval process by the monthly deadline)

Please review the Mason Finance Gateway page of our website for more information.

Your department’s p-card (credit card), if available, may be used to pay for conference registration fees and air/train tickets. Visit the P-Card page for more information on using the P-Card. Please e-mail the Travel Office at travel@gmu.edu with process or reimbursement questions.

General guidelines are available on the Hire a Consultant Guide. Before beginning the process, please call the Purchasing Office at 3-2580.

Office supplies, lab supplies, and most goods and services must be purchased in Virginia’s e-procurement system, eVA. The Supply Room Company is Mason’s mandatory vendor for office supplies. Please contact your department administrative staff or the Purchasing Office at 3-2580 for more details.

You may purchase from Mason’s on-campus vendors with the P-Card or with a purchase order from Patriot Tech. Please consult your unit’s financial manager for assistance with generating a purchase order to Patriot Tech or review the Computer Purchase Guide for other available vendors. Quotes for computers and equipment may be requested by email to ptech@gmu.edu

The financial transactions of each organization or fund that you manage must be reconciled at least every two months to ensure that all transactions have been properly recorded. Reconciliation Procedures and other materials are available on the Reconciliation page. Please call 3-2089 or 3-2620 with any questions.