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.
Fiscal Basics Onboarding Manual
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.
- Fiscal Basics Manual
- Introduction to the Fiscal Services Webpage (coming soon!)
Purchasing at Mason
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.
- Purchasing Office (webpage with additional resources)
- Purchasing Made Easy Manual
- Purchasing Snapshot
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.
- Use eVA Purchasing (webpage with additional resources)
- eVA Procurement Manual
- University Policy 2106 – Purchase of Goods and Services
Required Training for System Access
- Purchasing Made Easy, eVA and P-Card (MasonLEAPS)
Purchase Charge Card (P-Card)
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.
- Use a P-Card (webpage with additional resources)
- P-Card Manual
- Purchasing Manual
Travel, Food, and Beverage Purchases
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.
- Plan a Trip (webpage with additional travel resources)
- Mason Finance Gateway (webpage with additional system resources)
- Travel, Meals, and Entertainment Manual
- Food and Beverage Overview (webpage with additional resources)
- University Policy 2101 – Travel, Meals, and Entertainment
- Mason Finance Gateway Navigation (MasonLEAPS)
- Mason Travel Training – Travel Policy and Procedures (MasonLEAPS)
Financial Management and Reconciliation
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.
- Financial Management Manual: This manual details the financial management practices for Mason units and provides an overview of reconciliation roles and responsibilities. Quick guides, located in the Appendix, provide step-by-step guidance on the MicroStrategy Organization Reconciliation reports.
- Reconciliation Basics Video – This short video provides a demonstration of the MicroStrategy Organization Reconciliation reports along with helpful tips for reconciling within the unit.
- Reconciling at Mason (webpage)
- University Policy 2103 – Internal Controls
- University Policy 2214 – Reconciliation
- University Policy 2105 – Cash Handling
Fixed Assets – Equipment Inventory
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.
- Equipment Inventory (webpage with additional resources)
- Equipment Manual
- University Policy 2014 – Inventory Control
- Equipment Inventory Training for Liaisons (MasonLEAPS)
International Tax Matters
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.
- International Tax Office (webpage with additional resources)
- International Tax PowerPoint Presentation
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.