The University is in the midst of a great deal of change regarding the way that our procurement system and practices interact with eVA, the Commonwealth's eProcurement System. These updates will be issued as needed to ensure that departmental users have all the information they need about this subject.
Changes in the eVA Fee Schedule for Non-Exempt Purchases
-- Effective for orders issued beginning August 15, 2006 --
Two eVA fees will now be applied to each non-exempt order -- one charged to vendors and a new fee charged to agencies. "eVA Excluded" orders still result in no eVA fee for either the vendor or the University.
Compliant Orders and Non-Compliant Orders -- Different Fee Schedules
The terms "compliant" and "non-compliant" are used to describe different types of orders in the fee schedules. It is helpful to understand how the terms are used.
- "Compliant" orders are non-exempt purchasing transactions that are sent to eVA, regardless of the eVA status of the vendor. All non-exempt purchasing transactions not sent to eVA are "non-compliant".
- There is no fee cap on non-compliant orders and the fee is higher.
- Until the new UVa Marketplace is implemented in December, only non-exempt, centrally created Purchase Orders (those created by Procurement Services, Facilities Management, or College at Wise), are compliant.
- After the implementation, all non-exempt Limited Purchase Orders created by departmental users will also be compliant.
- Payment Vouchers and Purchasing Card transactions are not compliant at this time, and are not expected to be compliant after the implementation of the Marketplace.
- To avoid the higher eVA costs of non-compliant orders, non-exempt purchases that can be made by a
compliant method should not be made on Payment Vouchers or Purchasing Cards.
Changes to Vendor-Paid Fee
- The per-order cap has been increased to $1,500 for vendors who are not DMBE-Certified Small Businesses. The DMBE Small Business designation is understood to include DMBE-Certified Woman- and Minority-owned firms.
- The per-order cap for DMBE-Certified Small Businesses remains at $500.
- There is still no vendor fee for eVA Exclusions (also known as exemptions or exceptions).
- Vendor fees are only applicable to compliant orders.
- When a vendor cannot be charged the fee because an order was placed with a non-eVA-registered vendor site,
then the University must pay the vendor fee.
- When an eVA-excluded order is sent through eVA because of incorrect expenditure type usage,
the University must pay the vendor fee.
New University-Paid Fees for Compliant Orders
- 1% of orders from eVA-registered vendor sites, with a per-order cap of $500 for vendors who are DMBE-Certified Small Businesses. The DMBE Small Business designation is understood to include DMBE-Certified Woman- and Minority-owned firms.
- 1% of orders from eVA-registered vendor sites, with a per-order cap of $1500 for vendors who are not DMBE-Certified Small Businesses.
- 2% of orders from non-eVA-registered vendor sites, with a $3,000 per order cap.
- There is still no University fee for eVA Exclusions (also known as exemptions or exceptions).
Changes to University-Paid Fees for Non-Compliant Orders
- 2% per order with NO cap (formerly 1% with no cap).
- There is still no University fee for eVA Exclusions (also known as exemptions or exceptions).
Please note: For transactions dated July 1, 2006, and later, any University-paid eVA fees will be charged back to the responsible department.
Changes in Vendor eVA Status Designations
-- Effective September 25, 2006 --
Elimination of "Confirmed Accepting" Vendor eVA Status
- Up until now, the University has allowed vendors to confirm their acceptance of the eVA fee for University orders without registering with eVA, and eVA fees have been charged to the vendor as if they were eVA-registered. The vendors accepted eVA Terms for all their ordering locations.
- Effective September 25, 2006, the "Confirmed Accepting" vendor eVA status will no longer be valid and will be removed from the system.
"eVA Registered" Status Will Be at Vendor Site (Ordering Location) Level Only
This is a significant change in the way we think about eVA status - in effect there is no such thing as an "eVA-Registered" Vendor. The Integrated System "vendor file" and the Oracle forms used to access it will be changed on September 25, 2006, to indicate the vendor site's status with regard to eVA, so that users can make informed choices.
- There will be no "eVA Registered" designation at the vendor level in the Integrated System -- eVA Registration status only exists for particular vendor sites, not for the vendor as a whole.
- All vendor sites (ordering locations) in the Integrated System will be designated as "eVA-registered", "non-eVA-registered", or "eVA Excluded". This designation at the site level is definitive in determining eVA fee charging.
- "eVA Registered" -- the vendor will be charged the vendor's eVA fee for non-exempt purchases.
- "Not eVA Registered" -- the University will pay the vendor's eVA fee (in addition to its own fee) for non-exempt purchases.
- "eVA Excluded" -- there will be no eVA fees for any purchases from this vendor site, either for the University or the vendor. (This could be for any of several reasons, such as that the vendor is a government agency or that the vendor is covered by a university-wide standing order).
- Orders to non-eVA-registered vendor sites will be processed as orders to non-eVA-Registered vendors, even if the vendor has other sites that are registered in eVA. In such cases the University will pay the vendor's eVA fee.
eVA Performance Requirements in the University's Restructuring Agreement
The Restructuring Act and the Management Agreement contain critical performance requirements relating to eVA. The University needs everyone who performs any procurement activity to be fully engaged in the challenge of meeting these performance requirements.
- The performance measures associated with the Restructuring Act and included in the 2006-08 Appropriations Act require the following, effective July 1, 2006:
- 75 % of all non-exempt transactions must be sent through eVA
- 75 % of dollar purchases must be made from eVA registered vendor sites
- The University's Management Agreement requires that, beginning December 2006, we send 95% of our non-exempt orders through eVA. It does not have a percent of dollars requirement.
