Purchasing Resource Guide

Before entering an order into eVA, you must first ask yourself (or your supervisor) a few basic questions.

Do you have permission to buy?

• As of September 2021, Cabinet level approval is required for all purchases over $1,000.
• Some specific subsets of items are purchased exclusively through specific campus buyers. For example, letterhead is purchased through Design Services, and technology purchases are purchased through Procurement Services.
• If you are unsure if the item you’re trying to procure is purchased through a specific campus buyer, please contact Procurement Services.

Is the item over $5,000.00?

• If the answer to this question is “Yes”, contact Procurement Services before proceeding.

What funding source (FOAPAL) should be used? Are there restrictions on the funding source? Do you have proper securities to make purchases using this FOAP?

• Appropriate security forms must be signed and returned to designated offices before access to financial systems will be granted.
• Review the Chart of Accounts webpage for information on FOAPAL descriptions and restrictions.

Is the item being purchased from a mandatory source or on a State Contract? Do you know the contract number?

• Information about State and University Contracts can be reviewed on the Procurement website and the eVA homepage. The Procurement Services department is available to assist with contract questions.

Are you using the correct system to place and pay for your order?

• If your purchase is exempt from eVA entry, and your selected supplier accepts the credit card, you may place the order directly with the supplier and provide your charge card number via telephone. To determine if your order is eVA exempt, please consult the Small Purchase Procedures.
• Suppliers requesting check payments will be paid via the Banner Direct Pay process.

Have you followed procedures for supplier selection? Is the supplier a certified micro business supplier?

• Purchases (not on contract and not exempt from competition) up to $10,000 must be made with a certified micro business if:
  • the quote meets your specifications and the price is fair and reasonable (does not exceed 5% of the lowest quoted price from a non-certified micro supplier).
• For additional details navigate to the Small Purchase Procures section of the Procurement Services website.

Does the supplier accept credit cards? 

• If the supplier you select accepts the card, the use of credit card is mandatory for payment.
• Consult the Small Purchase Credit Card manual for proper card use.

Does the supplier accept electronic ordering?

• The preferred ordering method for registered suppliers is noted on the eVA Supplier page within eVA. Orders that are not accepted electronically will require distribution to the supplier.

Does the supplier have a PunchOut catalog?

• PunchOut catalogs are a means for suppliers to make their online catalog available through eVA. Items ordered from a PunchOut catalog are managed differently from regular catalog and non-catalog orders. Filter for punch out catalogs within the eVA Shop feature.

Is the supplier active with a Cardinal ID?

• If paying by check, the supplier must be active in Banner 9 and have a Cardinal ID number. Instructions can be found on the TCSS website within the Purchasing Resource Guide here.

Do you need to pay a shipping fee?

• Use the specific commodity code 96286, for shipping. When used properly, this code eliminates the fee for both the supplier and the university.

Do you know how to receive the goods or services in Banner?

• eVA orders not being paid by charge card are assigned Purchase Order (PO) numbers and are routed to Banner.
• Banner Receiving must be completed before payment can be made.

 

Do you know what to do with the supplier invoice if it is delivered to your office?

• Invoices that arrive at your office should be:
  • Date stamped the date you receive the invoice and filed with your procurement file for credit card orders OR sent to Accounts Payable for orders paid by check.
  • Do not let invoices sit on your desk. Invoices received via e-mail should be forwarded to Accounts Payable at payables@umw.edu.

Campus buyers are responsible for procuring goods and services for their respective departments in accordance with all mandatory State and University procedures.  These include the selection of appropriate vendors for all small purchases either through mandatory sources, the use of existing contracts, or by obtaining a quote or purchasing from appropriately certified businesses.

Many UMW contracts can be viewed in Procurement Services’ Cobblestone system.

Buyers should first look for a contract to secure good or services. If none found, follow the Small Purchase Procedures  (contact Procurement Sevices for assistance).

Certified Micro-Business Requirements

The Commonwealth of Virginia mandates that state agencies set-aside procurements valued up to $10,000 for micro businesses.

Purchases $10,000 and under, that are not procured from the contract and are not listed on the Small Purchase Procedure exemption table, are to be made from a Department of Small Business and Supplier Diversity (DSBSD) certified micro business.

• Purchases up to$10,000² must be made with a certified-micro business  if the quote:
• meets your specifications, and
• the price is fair and reasonable (does not exceed 5% of the lowest quoted price from another non-certified business that also meets your specifications)
• For purchases over the $10,000 single quote limit, contact Procurement Services if no current contract is in place for the good or service needed.

Supplier searches can be conducted in two ways – through eVA or through the Small Business and Supplier Diversity (DSBSD) website.

Detailed instructions for searching can be found on the Procurement website:https://adminfinance.umw.edu/procurement/umw-policies-and-procedures-2/vendor-selection/

Once you have a list of certified-Micro vendors, contact any one of them to request a quote for the goods or services you need. Quote requirements and detailed information can be found on the Procurement Services website here.

Procurement’s Small Purchase Procedures, Category C– lists items and services exempt from competition or eVA entry.  This exemption means that procurement regulations surrounding Micro vendor quotes and the use of eVA for the purchase entry are not required.  Purchases in this category may be obtained by use of charge card or via a Banner check request (Direct Pay).

Independent Contractors are self-employed individuals who are not considered to be employees of the University.

The IRS requires UMW to screen all vendors used at the University who are individuals (having no other persons in their employ) to determine if they should be considered an independent contractor or if they will be considered to be employees of UMW.

Independent Contractor information is located on the Accounts Payable website.  Please note that prior to paying an individual for any service, they must be vetted for IC (Independent Contractor) status via the method as outlined on the website.

The Small Purchase Charge Card (SPCC) is the most common form of UMW issued charge card on campus. This card is used for state-funded purchases only.  The Procurement Department manages the SPCC card program.

The UMW Finance Card is administered by the UMW Accounts Payable  department and is used to pay for items non-state funded items and expenses not allowed on the SPCC.

Charge card transactions are managed by the Works system.  Cardholders and their supervisors log into Works and sign off/approve transaction according to respective Billing Cycle dates.  The SPCC and the Finance Charge cards use the same Works system, but differ in Billing Cycle dates and methods of record keeping.

Available Charge Cards

• Users of the SPCC card and the UMW Finance card must follow procedures for continued card privileges.

Suppliers are paid based on the selected charge card within eVA.

• UMW Finance cards are issued to buyers who procure with non-state funding, or local  sources.
• UMW SPCC cards are issued to buyers who procure with state funding sources.

eVA also houses two shared local cards for buyer use:

• 1 Gold card for transactions exceeding the cardholders limits, which is generally over $5,000.00
• 1 Local card for cardholders who do not have a local card. This card is used for items not allowed on the SPCC .  The Finance Card can be used to pay for Business Meals, travel (when traveling with students), non-state funded purchases, and other expenses as defined on the Finance Card site.

Request use of these cards by contacting Accounts Payable.

As part of continuing efforts to streamline the State’s procurement and payment processes, the Commonwealth of Virginia has established a contract with Bank of America Visa to provide its purchasing card program to state agencies and institutions. The Commonwealth of Virginia prefers the use of the Small Purchase Charge Card (SPCC) when making purchases under $50,000 from vendors that accept the card. Use of the SPCC reduces the number of Accounts Payable transactions by consolidating multiple vendor invoices into one monthly invoice from the charge card vendor. The availability of the SPCC will not supersede procedures for procuring goods. All purchases must comply with State procurement regulations

Visit the Small Purchase Charge Card page for information related to obtaining/activating a SPCC, Works and policy/procedure.

The UMW Finance Cards are charge cards that can be used by members of the UMW community to pay for certain items that are not allowed on the SPCC.

The UMW Finance Card may be used for the following items:

• Non-State funded purchases, including Non-State eVA purchases
• Business Meals
• Travel-related expenses when traveling with students
• Student Activities and Engagement, Campus Recreation, Residence Life and Honor Council
• Banner funds that begin with 8 – Agency Fund Expenditures

Detailed information about obtaining a UMW Finance Card, policy/procedure, and contact information can be found on the Accounts Payable website UMW Finance Card.

As a UMW cardholder, you are required to keep a monthly file recording all purchases made on your UMW issued card. Retain physical copies of the following information:

• Purchase Order (PCO) or Check Order (PO), if applicable
• Micro Quote, if applicable
• Receipts
• Business Meal Form, if applicable
• Other Supporting Documentation, including emails and waivers
• Works Billing Cycle report

Billing cycle dates for the SPCC
Billing cycle dates for the UMW Finance Card

Charge card file management differs based on State or Local card  and will be explained during training.

SPCC Policies and Procedures
UMW Finance Card Processes

Files must be kept for 3 years before being properly destroyed following procedures set forth by the Library of Virginia.  Proper records destruction procedures and forms may be found on the Sustainability website.

Cardinal is a Commonwealth of Virginia vendor database that ensures accurate processing and payment to vendors. Vendors requesting a check payment from UMW must:

• Register in eVA to obtain a Cardinal ID, and
• Be properly established in the University’s financial system (Banner).

It is the responsibility of a UMW buyer to verify that a vendor has a Cardinal ID before paying a vendor by check. Cardinal ID confirmation in Banner can be quickly identified in the Cardinal Verified Vendors Report within the Finance Report Library  This report is available to all UMW buyers who have completed Finance training.

Suppliers wishing to do business with UMW can be directed to Procurement’s UMW Suppliers page for eVA registration or can contact eVA Customer Care directly.  For Suppliers wishing to accept check payments, direct them to  Steps to Becoming a Vendor as listed on the Accounts Payable website.

UMW is a tax-exempt institution, and therefore is exempt from paying sales and use tax for tangible property to be consumed by the University. This exemption also includes prepared meals, catering, and other services related to the provision of food.

When making a purchase, be sure to provide UMW’s Sales Tax Exempt Form, find this form on the Finance Forms page. If you are purchasing online, please make sure to research each vendor’s tax exempt policy and ensure that the University is not charged tax. Most online vendors have a web page dedicated to tax exempt ordering. For purchases made from Amazon, please create an Amazon Tax Exempt account and ensure you keep the account separate from personal Amazon accounts.

If a vendor charges sales tax to a UMW order, the cardholder is responsible for contacting the vendor to have the sales tax refunded. The refund must be applied to the card used for the original order.

There are three exceptions to the UMW tax exemption:

• Lodging
• Gas
• Car Rentals

Technology at UMW must be reviewed and go through an approval process prior to purchase. Because of this requirement, technology purchases are broken into three categories:

1. Buy Your Own
   • This category shows pre-approved technology goods that can be purchased without further approval from IT or Procurement Services.  Cardholders are authorized to purchase these items directly from vendors, while following all normal purchase procedures.  If the total of the purchase in this category exceeds $5,000, please contact Procurement services.
2. Standard IT Form
   • This form contains options to select common technology items purchased by the University, including Computers, iPads, PC accessories, Apple Accessories, Printers/Scanners/Fax Machines, and External Storage.  Cardholders must submit this form for approval before purchases of these items can be made.  For the majority of purchases for these items, purchase will be made by the IT Procurement Liaison on behalf of your charge card.
3. Non Standard IT Form
   • This form must be submitted for all technology purchases that do not fall into the Buy Your Own or Standard IT Form categories, including all software requests.  This form is reviewed by the Technology Group and Procurement Services prior to approval of the purchase.  Many of these items will be ordered on behalf of your UMW issued charge card once the purchase is approved.

Based on funding and/or cost, equipment may be tracked by the UMW Accountant.  Account codes beginning with a 72 are routed and approved in eVA by the Fixed Asset  (FA) Accountant prior to the order being sent to the vendor.  To avoid delays, best practice is to contact the FA Accountant prior to the equipment purchase for proper eVA coding.  Review the Fixed Assets page for additional information.

 

Non-Travel Reimbursement Requests

UMW cardholders are responsible for following all  procurement regulations. In the event that an item is purchased using personal funds, a reimbursement request must be initiated within Chrome River with documented adherence.

The giving and receiving of gifts at the University follows a set of stringent rules outlined by the IRS and the Commonwealth of Virginia.

Giving Gifts

To give gifts, the gift must:

• Support the mission of the University
• Be reasonable, and
• Sustain the test of public review (what would the purchase/gift look like to the public if printed in the newspaper?)

You may give a gift for the following reasons:

• As a token of appreciation for event participation
• A non-cash award for winning a competition
• Recognizing a UMW Student for achievements/volunteering
• A token of appreciation for participation in an academic research project
• A door prize at a UMW event

Allowed forms of Gifts: Gift Cards up to $100, Gift Certificates up to $100, Physical Gifts such as a t-shirt, book, etc.

Disallowed forms of Gifts: Cash, Donations (for Donation exceptions to the policy, please contact Accounts Payable)

For procurement policies regarding the purchase of gifts and maintenance of the required gift log, please refer to the Gift Giving site on the Accounts Payable website.

Receiving Gifts

University policy states that UMW employees will not accept gifts from vendors. UMW adheres to the National Association of Education Procurement (NAEP) Code of Ethics that views acceptance of gifts from vendors as a conflict of interest, and therefore unacceptable.

Prior to making a clothing purchase or purchasing items for distribution, review the Clothing and Promotional Items Table.

The table contains information regarding documentation and coding required for clothing and items purchased for distribution, promotions/marketing and gifts.  Contact Accounts Payable with additional questions.

All  UMW purchases should support the mission of the institution and stand the test of public review.  If the legitimacy of a purchase is ever in question, please contact Accounts Payable or Procurement for guidance prior to purchase. Information can be found on the Accounts Payable’s Disallowed Expenses site.