Major Changes in Use of Pcard, Payment Voucher, and LPO
By now, most departmental purchasers are aware many of the procurement rules will be changed drastically
beginning with the UVA Marketplace implementation on December 4, 2006. We will then have, for the first time,
the ability to send virtually all non-exempt purchases to eVA, thereby dramatically reducing our potential eVA
transaction fees and eliminating most eVA non-compliance fees. This in turn, will make it possible to meet the
eVA-usage metrics required by restructuring legislation.
In order to utilize these new capabilities, the University must change the way that we purchase with regard to
the various Purchasing/Payment Methods. The biggest changes are:
University Purchasing Card (Pcard)
Only Over-the-Counter (OTC) purchases and purchases of
eVA-Exempt goods and services will be allowed on the Pcard.
- Normal restrictions on the Pcard still apply.
- Purchases may be made from eVA-Excluded vendors only if it is well-established that the
vendor can be identified as such on the Mastercard transaction file.
- The latter will not be the norm for the Pcard, however, due to the difficulty of making that
identification.
Payment Voucher (PV)
Only eVA-Exempt goods or services, or purchases from eVA-Excluded vendors will be allowed on a PV.
- All other restrictions on PV usage still apply.
- Since Payment Vouchers are in Oracle and use vendors that are in the system, eVA-Excluded vendors
can be identified and used freely.
Marketplace Orders (LPOs and POs)
- All other purchases must be made through the Marketplace.
- At least 75% of all non-eVA-Excluded University spend must not only be in the
Marketplace, but must also be to eVA-Registered vendor ordering locations (sites).
- All catalog orders will automatically go to eVA-registered vendor sites!!!
Exceptions to the above rules should be rare, and made only when the purchase is truly
essential to the mission of the department and there is no other feasible method of obtaining the commodity.
- Departments must maintain thorough documentation of any such purchases as to justification, and will be audited
promptly after the appearance of the purchases in the system.
- Non-excluded purchases on the Pcard or Payment Voucher will be considered non-compliant transactions and will
incur the full 2% eVA fee, with no cap.
- More importantly they will jeopardize the University’s
ability to meet restructuring metrics.
Action Needed Now to Meet Requirements in December
At present levels of eVA registration, not nearly enough of our dollar spend would go to eVA-Registered sites.
We have a lot of work to do! Start now to work your vendors!
Look at the vendors with whom you do the most business, with LPOs, Pcards, AND Payment Vouchers.
Start with most heavily used and work your way down the list.
Consider whether you could switch to a catalog vendor for these purchases. If you can, your work is done. Otherwise:
- For Pcard vendors, first make sure that the vendor is registered at UVA and that the ordering locations you use are in our system -
Pcard vendors may not be!
- Once the vendor is confirmed as registered at UVA, determine whether the vendor has any eVA-Registered \
ordering locations (sites). The "eVA, DMBE, & Contract Vendor Search" on the
Procurement Services website is the tool for making that determination.
- If the vendor’s eVA Status is "Has eVA Registered Sites", then check to see if the sites you order
from are registered. If a location that you use is not eVA-Registered:
- Consider whether you could as easily order from another location that is eVA-Registered.
- If you find that you need to continue with the same location, you will need to contact the
vendor and guide them through registering each of the additional location you want to use in eVA.
This can take a while and you will need to stick with it.
- If the vendor does not show up on this search, or shows up with an eVA Status of "Not eVA Registered",
the vendor either has no location registered in eVA or is not registered at UVA. You may want to double-check in Oracle to see
if the vendor is registered at UVA.
- Contact the vendor and make every effort to persuade them to register with UVA and/or eVA. You can refer them to the Vendor Information section of our website, where they can find all the information they need.
- Make sure that they register ALL the ordering locations that you use with both UVA and eVA.
- Remind them that eVA requires a separate DUNS number for each ordering location. It will be best to get them all at once.
- Keep in mind that obtaining a free DUNS number can take a vendor over a month, so they will need to start early, and you will need to follow up over a long period of time to see this to its proper conclusion.
- Emphasize the positive by reminding them that they can now select UVA fax
or email delivery of PO's at any location and encourage them to do so - it’s a
cost-saving method of order delivery.
- It may help to do a quick "Purchase Order Summary" on your vendor in Oracle so that you can point out how
many other departments you see using them, who will also have the same needs. You may also wish to contact some
of those folks to coordinate your efforts.
Tips for Eliminating Vendor Confusion
It helps vendors understand about eVA and the eVA fee to know:
- UVA and eVA are two totally separate entities, even though there are a lot of the same letters in their names.
- UVA does not charge the eVA fee, or receive it; in fact, we have to pay an eVA fee, too!
- This requirement is imposed by the state, by legislation, and not by UVA or Procurement Services.
It helps them understand about eVA registration to know:
- Registering with eVA is not registering with UVA, or vice versa. They do need to register both places.
- There is no charge for registering with UVA; there is a $25 charge for registering with eVA.
- EVA Registration instructions are at http://www.eva.virginia.gov/register/vendorreg.htm
- They need to register in eVA all the ordering sites where they want to receive orders from UVA - it is not enough just to register their main site if there are others.
- There is no additional charge for registering additional eVA sites.
- UVA Order Delivery will not be based on the vendor’s eVA Order Delivery Methods. Vendors can receive orders electronically from UVA by requesting it on any of our UVA vendor forms without designating "Electronic" Order Delivery at eVA.
- EVA will require a separate DUNS number for each ordering location.
- Vendors can get free DUNS numbers, but there is a long wait (about a month) for them.
