Fiscal Services

Manuals and Training Materials

Click on the topic below to view the related manual. Most manuals include an Appendix section which contains relevant quick guides for the selected topic. As an employee with fiscal duties it is your responsibility to remain informed of all policies and procedures. We encourage you to engage with the Fiscal Support and Connections Network in order to stay up-to-date on changes to fiscal procedures, network with colleagues, and collaborate with Fiscal Services.

This manual provides a basic overview of finance at Mason including common terms, forms and resources. Please refer to the onboarding guide for recommended training and development for new fiscal staff based on their responsibilities within the unit.

Individuals within the department have delegated purchasing authority and may purchase goods and services up to $5,000 or less without seeking approval from the Purchasing Office. These individuals must still utilize proper procurement and payment methods. A purchase of more than $5,000 must be initiated through eVA for Purchasing Office approval.

Resources

Recommended Training

eVA is the Commonwealth of Virginia’s e-procurement system for goods and services purchased by state agencies and institutions. Use of eVA is mandatory, except for the exemptions noted in the eVA Manual. This application allows items to be purchased through an integrated web-based “Punch-Out” catalog or ordered as “Non-Catalog items” identified in a vendor’s independent online or paper catalog. Orders are submitted electronically to a number of registered vendors. If the vendor does not accept electronic orders, the purchaser must coordinate with the vendor on the best avenue for order submission. 

Resources

Required Training for System Access

Small Purchase Charge Cards (P-Cards) offer state agencies and institutions the opportunity to streamline their procedures for procuring and paying for small dollar goods and services. Standard P-Cards have single transaction limits up to $5,000 and monthly limits up to $10,000. P-Cards are only issued to Mason employees. 

Resources

Required Training

George Mason University employees have a public obligation to ensure that all expenditures are essential, reasonable and support the mission of the university. Expenses incurred on behalf of the University must be consistent with the university mission, performed in an economical manner, and not exceed the limitations
imposed by Mason. 

The preferred payment method for business expenses is to use a P-Card ($5,000 or less) or process a purchase order through eVA procurement (over $5,000). To limit out-of-pocket business expenses, airfare/rail tickets,
conference registration fees, on-campus catering, business meals, and supplies (food/drink) may be paid with a P-Card or eVA procurement.

The Mason Finance Gateway, powered by Chrome River, is our travel and expense management system and used to process all reimbursements. 

Resources

Required Training

George Mason University maintains an effective financial management system in order to provide accurate and reliable fiscal reporting and to protect university assets.  A strong financial system is achieved by managing fiscal risk and maintaining accountability and effective controls. The following resources are available to assist units in effective financial management.

Recommended Training

Physical inventory is performed once a year. Each unit has a dedicated Equipment Liaison who will be provided a handheld scanner and is responsible for scanning equipment in coordination with the Fixed Assets Office. All ETF purchases and equipment over $5,000 must be included in the annual inventory and equipment that is off site, remote/home use, should be brought into the office for scanning whenever possible. 

Resources

Recommended Training

The International Tax Office is responsible for ensuring the University complies with U.S. tax and immigration law when making payments to or on behalf of its foreign visitors, vendors and in some instances, payments for services outside the U.S.

Resources

Recommended Training

Workflow is a tool that is used to automate business processes and electronically route the right information to the right people at the right time. Workflow users are notified of pending work, which helps information move through the review/approval process more efficiently.

Additional information is available on the Workflow webpage.