Update! The Ad Hoc process within the current eVA environment will be continued until the migration weekend of December 31st. Continue to work with your Suppliers to request their Self Registration (SRV) within eVA. This letter or website may assist you with the request.
In NextGen eVA, buyers will no longer have the ability to complete purchase orders to eVA-unregistered (AKA Ad Hoc) vendors (the replacement term for vendors within NextGen will be suppliers). UMW suppliers must be self-registered in eVA prior to purchase order entry. To prepare for this change, the ability to enter an Ad Hoc (eVA un-registered supplier) in the current eVA environment will be disabled beginning October 15, 2021.
Use of eVA self-registered suppliers should be our priority whenever possible in order to reduce eVA use fees to the University.
Beginning today, buyers having difficulty locating the correct registered eVA supplier should review the eVA eMall Manual or contact TESS or Procurement Services for assistance.
Purchase Orders including an eVA-unregistered supplier (using Ad Hoc entry) entered between September 13th and October 15th will be reviewed by Procurement prior to purchase order approval. This review will be for the purposes of determining if the supplier should be eVA self-registered and to provide guidance to the buyer.
Buyers can assist their non-registered suppliers by providing this link: https://adminfinance.umw.edu/ap/vendor-information-page/
Additionally, suppliers can contact eVA Customer Care for assistance-https://eva.virginia.gov/get-help-customer-care.html.
State-entered Vendors (SEV in database), to the best of our current knowledge, will REMAIN active in the eVA system Supplier database.
Is Amazon an Ad Hoc Vendor?
Amazon is registered in eVA as a state entered vendor (SEV) so an oder to Amazon would not require Ad hoc entry. You do not need to be concerned about not being able to use them, if needed.
Can you explain what Ad hoc means again?
“Ad Hoc” means when you enter the supplier (Vendor) information yourself into eVA because they are not in the eVA Vendor database when you create your order. You would enter the Supplier’s company name, address, phone number, Tax ID Number, and the information would only be available for the order you are entering. You may have not ever done that.
Does Amazon require the micro business quote?
Yes,that is still a requirement if the purchase you are making is not exempt from competition under our Small Purchase Procedures (the table on our website), and is not under an existing contract. That would apply to an order from Amazon, for instance. That purchase would require a micro business quote if under $10,000.