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Accounting & Purchasing Toolbox

The Accounting & Purchasing Toolbox is maintained by the VIMS Office of Finance. This page is intended to provide guidance, contact information and quick links for several administrative processes at VIMS.

Table with resources for accounting and purchasing.
Accounting & General Administration

Contacts: Denise Berry
Contracts

Contacts: Maria Del Corso & Dave Zoll
HR & Payroll

Contacts:  Gretchen Arndt
Other Tools & Reference Information
Purchasing
  • Business Meal Form - The business meal form is required documentation for business meal expenses paid for by SPCC or through buyW&M.  See the Travel & Business Meals portion of the toolbox for additional resources.
  • buyW&M - Use the buyW&M Prod button on this page to access the buyW&M procure-to-pay system. CAS login required.
  • buyW&M Admin Guides on Box - Documentation in Box is provided for most buyW&M administrative processes.
  • DocuSign - WM page to create DocuSign envelopes.  CAS login required.
  • ETF Request Form - This form may be used to submit an equipment trust fund request from the VIMS Office of Finance.
  • Independent Contractor Assessment – Payments to individuals must be assessed by W&M HR to determine if the individual should be classified as an independent contractor or employee.  This does not apply to payments to students, or grant subcontractors that are paid by grant funds and which are named parties in the award.
  • Independent Contactor Guidance - The attached document provides guidance on how to determine if individuals are classified as contractors or employees to assist with the completion of the Independent Contractor Assessment.
  • Sole Source Approval Request - The sole source form is to be completed when procuring goods or services exceeding $10,000 from a non-contracted source, which is the sole provider/distributer of the goods or services.
  • Stop Payment Procedure - W&M page outlining procedures for processing a stop payment and links to stop payment forms.
  • Substitute W-9 - If necessary to request vendor information, this COVA substitute W-9 should be provided.
  • TSRC/RGH Waiver Request - A waiver must be requested when attempting to buy office supplies from a vendor other then the mandated contractors TSRC or RGH.
  • VIMS Manual PO Form – VIMS Manual PO form to be completed when processing payment by SPCC.
  • W&M Procurement Services - W&M page containing information on procurement.
  • Wire Transfer Request Form - Form to complete when payment to vendor must be processed as a wire transfer.

Contacts: Carol Birch, Kelsey Birch, Melissa Flewellyn, & Samantha Uylengco
Shipping & Receiving

Contacts: Anthony Guzzo, Nikki Goetz, & Mary Harrison Jones
Surplus Property & Fixed Assets

Contacts: Maria Del Corso
Travel & Business Meals
Business Meals
  • Business Meal Form - The business meal form is required documentation for business meal expenses paid for by SPCC or through buyW&M.  
  • Business Meal Policy - This page links to the William & Mary business meal policy on their Travel website.
  • Business Meal Quick Reference Guide - Use this guide for additional clarification, rules, and requirements for Business Meals.
  • Chrome River - The Chrome River system is used for travel pre-approval and the reimbursement of travel and food-related items.
Travel
Moving & Relocation

Contacts: Maxine Butler & Brandy Lowery
Staff List