If you do not receive these messages and would like to be added to this mailing list, please go to the
ACPURLOC Information page.
Annual Purchasing Card Training required for cardholders, supervisor and/or reviewers of cardholder documentation
March 26, 2008
Cardholders and their Supervisor and/or Reviewer of cardholder documentation are required to complete
annual on-line Purchasing Card (P-Card) Training to ensure they are aware of current policies and procedures
governing the use of the P-card.
When you have completed the training, you will receive instructions to complete the P-Card Test.
You must complete the test with 100% accuracy, print the results, and retain for three years plus current fiscal
year as proof of completion in case audited.
Instruction for accessing the training can be found on Procurement Services website at
http://www.procurement.virginia.edu/main/departments/Training.html#PurchasingCard
If you have questions about this topic or about the Purchasing Card Program in general,
please contact Purchasing Card Administrators, Carrie McGowan at csd6n@virginia.edu or 434-924-3147
or Dolores Hildebrand at djh2c@virginia.edu or 434-924-4233.
New PO Approval Limit
March 12, 2008
Procurement Services is increasing the approval limit for contract purchases made through the UVa Marketplace.
Beginning March 17, 2008, orders placed with contract vendors* will be approved by the system up to $50,000.
Current restricted items, such as furniture and travel, still require Procurement Services' review and approval,
but this is a significant increase from the $10,000 limit. It is important to note that most contract vendors receive orders electronically once approved.
Therefore, ensure the description of the goods or services for non-catalog orders with contract vendors is thorough enough for the vendor to understand
and fulfill your requirements.
This higher approval limit should improve the speed of the ordering process while improving contract utilization.
For information on contract vendors, visit our website at http://www.procurement.virginia.edu/main/publicpostings/Contracts.html
*Note: Contract vendors are designated with a 
in the UVa Marketplace.
For questions on this new approval limit, contact Procurement Services at 924-4212.
IMPORTANT: Computer equipment disposal
November 12, 2007
Since the protection of sensitive electronic data is extremely important,
the University has recently implemented the state contract with DynTek for
the data destruction and disposal of surplus computer equipment. The
DynTek contract provides the University with the means to dispose of
equipment in a safe and environmentally friendly manner. In order to fund
this disposal program which will be available soon to all departments,
Procurement Services will retain all surplus property auction proceeds for
individual items or groupings of items that sell for $50 or less. This
change will take place with distribution of the December 12, 2007, auction
proceeds. This method is in lieu of assessing a $30 disposal fee.
DynTek's contract with the Commonwealth specifically addresses government
and corporate governance as related to end-of-life technology and the
issues associated with ensuring appropriate data security and privacy
protections. This solution incorporates chain of custody, web-enabled
tracking, HIPAA, Sarbanes-Oxley and Department of Defense-approved data
sanitization methodologies, and zero landfill recycling policies. All
property disposed of through this process is managed in an EPA-licensed
facility, following EPA green guidelines.
This message only pertains to electronic equipment purchased with academic
funds (agency 207 funds). If you have electronic equipment purchased with
hospital funds requiring disposal, please contact William Wingfield at
434-924-8270 or wvw2e@virginia.edu for additional information.
Procurement Services will provide detailed information about the revised
processes affecting disposal of computers and the distribution of surplus
auction funds. If you have any questions, please contact Eric Denby at
434-924-4212 or email end@virginia.edu.
Colette Sheehy
Vice President for Management and Budget
University of Virginia
434-924-3349
Alltel Payments
November 05, 2007
Procurement Services has streamlined the method of payment for Alltel cell
phone invoices for pre-existing contracts with Alltel. Beginning November
12, 2007, it will no longer be necessary to create a purchase order to pay
Alltel invoices. The preferred method for paying Alltel invoices will be
the University Purchasing Card. A payment voucher may also be used to make
payments, but it is not the preferred method.
The intent of this change is to improve the payment process and speed of
payment, ultimately reducing the likelihood of service
interruption. Procurement Services, with the assistance of Alltel, have
prepaid all eVA fees for Alltel invoices paid with the University
Purchasing Card or payment voucher.
Please note that this process only affects Alltel payments for pre-existing
contracts. For new service or renewals with Alltel, departments must go
through ITC Communication Services to establish service using the mandatory
state contract with Alltel, in which case billing is internal and eVA fees
do not apply. For information on new service with Alltel visit
Communication Services website.
If you have questions about the changes to the Alltel payment process,
please contact Michael Warlick at 434-924-8918 or email to mw9u@virginia.edu.
Gifts from vendors
November 05, 2007
Any organization as large as the University of Virginia must purchase a wide variety of goods and services.
There are countless vendors who depend on our business or who seek it.
As the holiday season approaches, offers of gifts, food, and parties may come from vendors.
The University's policy prohibits faculty and staff with "official responsibility" from accepting vendors' gifts.
This includes any University employee in a position to affect a procurement transaction or any claims regarding it.
All vendors doing business with the University have been informed of this policy,
but its success is ultimately dependent on the cooperation of the University faculty and staff.
Attached is the Notice we provide to our vendors and post in various locations.
Please provide copies of this email and Notice to the faculty and staff in your department.
Also, please post copies of the Notice in areas vendors are likely to visit.
If you have questions about our policy in general or any specific situation,
please contact me at 924-4019 or Jim Keathley, Administrator of Supply Chain Management, at 982-3865.
Mr. Keathley has oversight responsibility of procurement for the Health System.
Thank you, and best wishes for a happy holiday season.
Attachment
Announcing e-Supply Center
November 01, 2007
To maintain the favorable prices ChemStores' customers are accustomed to
prior to its closing on October 31, 2007, Procurement Services has been
working with its ChemStores' suppliers to offer products through the UVa
Marketplace at the same prices as ChemStores. We are pleased to announce
that Fisher Scientific and Bio-Rad have agreed to offer a select number of
products at better-than-contract prices. This new program is called the
e-Supply Center and can be found in the UVa Marketplace. Fisher's e-Supply
Center offering is in its punchout catalog and Bio-Rad's offering is in the
hosted catalog. More information on the e-Supply Center can be found on
our website at
http://www.procurement.virginia.edu/main/departments/Chemstores.html.
Procurement Services continues to negotiate with other suppliers to offer
more products at additional discounts directly to departments through the
e-Supply Center. As we continue to add suppliers, we will email updates on
the progress of the e-Supply Center.
We want to thank all ChemStores' customers for their business and support
over the years.
PO Invoices Must Have Vendor-Supplied Invoice Numbers
October 31, 2007
Good morning.
This email is in follow-up to a discussion at the most recent Fiscal
Administrators meeting concerning an ongoing problem. Procurement Services
receives invoices from University departments with Purchase Order (PO)
numbers that have been added by the department and that were not on the
original invoice. This indicates that the PO was not entered in the
MarketPlace and issued to the vendor in conjunction with placement of the
order. This practice is not in accordance with University business
procedures and can delay the vendor's payment.
The correct procedure is to enter the PO in the MarketPlace prior to
ordering, and to provide the PO number or hard copy to the vendor when the
order is placed. When the exact amount of the PO is not known, the PO
should be created using the best information available to the purchaser at
the time. The vendor is then responsible for putting the PO number on the
invoice and sending the invoice to Procurement Services. When the actual
amount becomes known to the department, a change should be made to the PO
to ensure that the proper eVA fees are assessed.
Procurement Services will review all invoices with handwritten PO numbers
directly submitted from departments. The departments responsible will be
called to discuss the matter. Departmental cooperation is needed to handle
the process properly and will be appreciated.
Thank you for your assistance.
