Lease Payment Form in Mountaineer Marketplace

These instructions show you how to complete the Lease Payment form for leases approved by WVU's Real Estate Office.

Resources

• View a demonstration video showing how to complete an automated form. (4:00) (To view the video, you may need to disable your popup blocker.)

• View a detailed PDF guide showing how to complete a lease payment form.

• View the PCPS webpage.

• Email pcps@mail.wvu.edu for assistance. 

Instructions

1. Access Mountaineer Marketplace.

2. On the Mountaineer Marketplace home page > PCPS Automated Forms, click the Lease Payment form.

3. Click Supplier Search to find the supplier. (Please be patient; this search can sometimes take up to ten seconds.)

   1. If the supplier is listed but is inactive (red X next to the name), exit the Lease Payment form. From the Supplier Request Forms region on the Mountaineer Marketplace home page, complete “Update an Existing Supplier. 

   2. If the supplier is not listed at all, exit the Lease Payment form. Locate the Supplier Request Forms region on the Mountaineer Marketplace home page. Complete the appropriate New Supplier form (WVU Employee or non).

   3. After the supplier has been registered, you will receive a notification in Mountaineer Marketplace. You can then return to complete the Lease Payment form. (To receive an email notification, make sure you have the Supplier Management email notification turned on in your profile in Mountaineer Marketplace. View the instructions for Notification settings.)

4. After choosing a registered supplier, the Remit to address information populates.

5. Complete all bold fields.

   1. Product Description: Description of the payment request.

   2. Contract: Select the lease number for this supplier.

   3. Service Begin and End Dates: The first and last dates of the months that will be paid during the current fiscal year.

   4. Quantity: Number of months to be paid in the fiscal years.

   5. Unit Price: Monthly rental cost.

6. To submit your form, choose Add Item and Close Form in the Available Actions region.  It will become a shopping cart.

   1. To continue completing the Lease Payment form but for a different lease agreement, in the Available Actions region in the upper right corner, choose Save to Cart and Add Another Item.

7. After submitting, a shopping cart is created for this form. You may choose Assign Cart or Proceed to Checkout:

   1. Assign the Cart

      : forward the cart to an employee who can view the transaction, and then (depending on the employee's role) identify the account paying for the purchase, approve the transaction, or submit the requisition to the SBA.

   2. Proceed to Checkout

      1. Identify a shipping address.

      2. Optionally, enter the account(s) that will pay for the purchase.

      3. Attach 

         the invoice or other documentation.

      4. Click Submit Requisition or Assign Cart.

         1. Submit Requisition: If you did enter an account number,the cart will be forwarded to the SBA owning that account. If you did not enter an account number, the cart will be forwarded to the Strategic Buisness Advisor (SBA) in charge of your department's finance accounts. 

         2. Assign Cart

            : forward the cart to an employee who can view the transaction, and then (depending on the employee's role) identify the account paying for the purchase, approve the transaction, or submit the requisition to the SBA.

8. Each month, return to the Purchase Order and receive for that month. Attach the invoice for that month to the Purchase Order.