Purchasing with eVA and the SPCC

This class provides an introduction to eVA, Virginia’s web-based procurement tool which is used by all agencies of the Commonwealth of Virginia.

eVA I – Training Topics

  • Reading Materials prior to eVA I
    • eVA Emall Manual Section I and Vendor Searches
    • SPCC Manual Section I and II
  • What is eVA?
    • State Procurement Tool used not only for purchasing goods or services, but also to announce bid opportunities, invite bidders and receive quotes.
    • Multiple payment options are available through eVA, including Credit Card (PCO) and Check (EP) payments.
  • Navigation Overview of eVA
    • Buyer LogineVA
    • Vendor Searches
    • Punch Out Catalogs
    • NIGP Searches (National Institute of Governmental Purchasing)
    • FireFox or Chrome are the recommended browsers for eVA
  • SWaM Vendors
    • The SWaM certification program is administered by the Department of Small Business and Supplier Diversity (DSBSD).  This is the resource used by the Commonwealth of Virginia in an effort to help Small, Women and Minority owned businesses do business with state government entities.
    • A certified “Small Business” is at least 51% independently owned and controlled by one or more individuals who are U.S. citizens or legal resident aliens, and together with affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the previous three years. One or more of these individual owners shall control both the management and daily business operations of the small business.
    • Required to purchase goods and services from a Small vendor for each purchase under $5,000.
    • Vendors register separately through eVA and DSBSD.  Meaning a vendor could be SWaM certified, but not an eVA vendor
  • Perform a SWaM Vendor Search
  • Cardinal ID – Commonwealth of Virginia vendor database. All vendors must be properly established in the University’s financial system, Banner, as well as Cardinal before an invoice can be processed for payment.
  • Contracts
    • Mandatory Sources
    • Required and Preferred Contracts
    • UMW Contracts
  • SPCCCard
  • UMW Finance Card
    • Used for payments not allowed on SPCC
  • Gold Card
    • Used for purchases over $5,000
    • Only used when directed to do so by Accounts Payable
  • Sales Tax Exempt Form
  • eVA Exempt Purchases
  • Over The Counter
    • Purchase does not require eVA entry if order is paid for and picked up at location
    • SWaM Quote is required if not purchased from a SWaM vendor
  • Independent Contractors
  • Technology Purchases
    • Buy Your Own
    • Standard IT FormFile Stack
    • Non Standard IT Form
  • Procurement File Maintenance
    • Organize by month
    • Include supporting documentation including SWaM Quotes, Business Meal Forms, Support e-Mails, etc…
  • Accounts Payable Topics
  • Surplus Property
  • Requisitions Approval Flow