Fiscal Support and Connections Network

Fiscal Announcements and Reminders

eVA Transition News and Fiscal Services Forums

Virginia’s electronic procurement system, eVA, is undergoing a complete update that will go live in early January 2022. Updates may be found on the eVA Transition Room website AND on the Fiscal Services website. Fiscal Services will be hosting multiple forums to discuss these updates. eVA Upgrade Forums will take place on the following days:

Thursday, 11/18, 1 PM - 2 PM
Tuesday, 11/30, 1 PM - 2 PM

Registration and session information is available on the Fiscal Services Calendar.

General Accounting Updates – Incoming Wires and JVs

The General Accounting Office has initiated a process to identify incoming Wire/ACH payments that your department is expecting. Members of the FSCN-GRP in MS Teams will have access to an Excel file to identify and track incoming Wire/ACH payments. All expected payments should be recorded on this form in order to minimize email exchanges and ensure payments are applied timely and correctly. Click here to join the FSCN-GRP on MS Teams and access the file.

A new shared drive has been created (M:\shared\fsvc.journals) where copies of PAPER JVs will be available to departments for reconciliation. Paper JVs are "journal vouchers" that are manually processed by the General Accounting Office. Please note, electronic JVs processed in Banner (FGAJVCD) are not included in this folder as related documents are retained by the department. Individuals with access to this shared drive are listed on the Journal Voucher page. Please reach out to your assigned point of contact with questions or to request JV documents.

Taxability of Reimbursements

All employee travel and non-travel reimbursement requests and supporting documentation must be submitted through the Mason Finance Gateway within 60 days after the return of business-related travel or the event date (non-travel). Reimbursements submitted after 60 days are considered taxable income and subject to taxation per the Internal Revenue Service (IRS). Beginning January 2022, Mason will implement changes to the process for travel and non-travel taxable reimbursements. The process changes are outlined below.

Employees will receive the fully approved reimbursement amount processed through the Mason Finance Gateway. For example, if the employee submitted $100.00 for a taxable non-travel reimbursement, the employee will receive $100.00. However, $100.00 is considered taxable income to the employee.

Taxable travel and non-travel reimbursements will be processed by the Payroll Office at the end of each quarter; March, June, September, and December. The full reimbursement, as mentioned in the example above, will be reported as income and added to the employee W2 in the quarter received to withhold the applicable taxes from the employee’s paycheck.

Questions related to tax deductions, timing, and the financial impact may be addressed with the Payroll office at payroll@gmu.edu. Questions related to travel and non-travel documentation, approvals, and submission dates may be addressed with the Travel office at travel@gmu.edu.

COVID-19 Safety and Office Supplies

Mason has centralized the purchase of COVID related supplies. Items that are in stock and available for distribution will remain on the list of supplies that are not permitted for individual departmental purchase until Mason’s stock is depleted. Ordering information is available on the COVID-19 Fiscal Guidance webpage.

NO DECEMBER FSCN MEETING

Click here to join the conversation! FSCN Team-GRP.

P-Card Deadlines and Delegate Approvals

- December 16: Cardholder sign off

- December 17, 4:30PM: Approver sign off

Any transaction that has not been allocated and signed off by the Cardholder and Approver will be “swept” and a journal transfer will be needed in January 2022.

When eVA and/or Bank of America Works approvers plan to be out of the office for extended periods the approving authority should be delegated to another individual within the unit. This will ensure that deadlines are met and processes can continue without delay. Please follow the corresponding instructions to delegate this authority.

Opportunities to Connect

Fiscal Administrative Training Sessions

Register for all training opportunities in MasonLEAPS.gmu.edu. The Virtual meeting information will be sent to all registrants one-two business days prior to training.

Fiscal Services Virtual Walk-ins

Wednesday Walk-Ins 1:30 - 3:30. Click, here to SCHEDULE ONLINE, NOW!!