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eVA-Allowed Purchasing Card Use

In general, the Purchasing Card (Pcard) should be used only for purchases that will be eVA-Excluded by one of the mechanisms described below. However, there are circumstances under which exceptions to that rule are allowed. This page explains both the circumstances for eVA Exclusion on the Pcard and the circumstances when the Pcard can be used for non-eVA-Excluded purchases. Please note that all normal Pcard Restrictions still apply.

Exclusion Based on Exempt Category of Goods and Services

  • Pcard purchases will always be excluded from eVA if the purchase can be identified as an eVA Exempt category, based on a correct expenditure type on the transaction. Please see the Procurement Guide to determine if a purchase is in an eVA-exempt category, and what expenditure type should be used to identify it as such.
  • Pcard transactions will now be automatically mapped to a default expenditure type based on merchant type and history of usage at UVA. This is an inexact mapping, but should result in fewer PTAEO changes than the previous "one size fits all" default expenditure type.
  • If the mapping does not produce the correct expenditure type for a purchase, the PTAEO changer is still responsible for entering a correct one during the allotted time period.

     

Other types of PCard eVA Exclusions

Over-the-Counter (OTC) Exclusion

  • Pcard purchases not in an exempt category per the Procurement Guide will still be excluded from eVA if the transaction is flagged on the transaction file as "Over-the-Counter" (OTC).
  • The OTC flag results from the card having been swiped by the merchant at time of purchase. We believe this is transmitted with good reliability, but it is not guaranteed to be 100%.

Merchant-Based Exclusion

These are somewhat beyond our control, as they depend upon what is transmitted to UVA in the transaction file -- they should be approached with some caution. eVA Exclusion status of merchants is difficult for the system to determine because the merchant data on the transaction is not from our system.

Pcard purchases not identifiable as in an eVA Exempt category per the Procurement Guide will still be excluded from eVA under any of the following circumstances:

  • The merchant is on the short list of clearly identifiable Pcard eVA Excluded vendors. These merchants are:

FEDEX
UPS
ENTERPRISE LEASING CO
HERTZ CORPORATION
NATIONAL CAR RENTAL
VERIZON
COLONNADE CLUB


  • The merchant Tax ID  matches the Tax ID of an "eVA Excluded" vendor in UVA's vendor file.
    • This is not reliable and cannot be assumed to work simply because humans know that it is the same vendor. Vendors often have more than one Tax ID and probably cannot tell a purchaser which of their Tax IDs is being used.

      The eVA Managerpopup may be able to verify whether or not a merchant that you wish to use can be identified as eVA Excluded by the system.

Funds Source Exclusion

Purchases made solely from YY (Agency Funds) awards

Using the PCard for Non-eVA-Excluded Purchases

University Purchasing Card (Pcard) transactions cannot be sent through eVA. Consequently the Pcard should generally be used only for transactions that can be programmatically excluded from eVA. However, the Pcard may be used for purchases that are not eVA-Excluded under either of the following two conditions:

  • The purchase is necessary to the mission of the department and there is no other reasonable way in which the purchase can be made.
  • After comparison shopping with Marketplace vendors, taking into account all costs (eVA fees, shipping costs, etc.), the Pcard is the least expensive way to purchase.

Please note that these non-eVA-Excluded transactions will still be considered "Non-compliant" with regard to eVA, and the department will incur the full 2% eVA fee.

All normal Pcard restrictionspopup