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Recent PUC E-mails

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The Supply Room Companies now in UVa Marketplace

Procurement & Supplier Diversity Services is proud to announce that The Supply Room Companies (TSRC), our new strategic source for office supplies, is now available in the UVa Marketplace. 

Starting September 1, 2014, TSRC will be the one-stop shop for all your office supply needs.  To make this as easy as possible, there will be no need to change how you order supplies.  You will continue to use the UVa Marketplace catalog.  But there will now be Best Value icons for over 500 frequently purchased items that are under contract and offer the most savings.  If you need a specialty item that is not listed on the Marketplace, you will contact TSRC to determine if a similar item can be found. If not, then you will purchase from another vendor.

Using TSRC offers a variety of benefits:

  • An average of 20% savings
  • Purchases will be exempt from eVA fees
  • Time saving as you will not have to search for the best price
  • Next day delivery for in-stock supplies
  • Attentive customer service
  • Excellent customer satisfaction with a bi-annual review of vendor performance
  • Price match guarantee
  • Large discounts on HP ink and toner
  • Vendor implementation fees also provide funding for University strategic academic initiatives

Our contract with TSRC supports the University’s Cornerstone Strategic Plan.  By using the over $3M traditionally spent annually on office supplies, we have negotiated low cost, high-quality products with superior customer service.  Using TSRC to managing our resources better, we can put more of our dollars into the primary functions of this University: education, research and scholarship.

Please visit the UVa Marketplace and check out The Supply Room Companies.  If you have any questions regarding this contract, please contact Kristin Floyd at 434-982-2636 or kaf4b@virginia.edu.

Announcing Upcoming New Punchout for Catering

Good Afternoon.

Procurement and Supplier Diversity Services ("PSDS") is pleased to announce that a punchout catalog for restaurants and caterers will soon be added to the UVa Marketplace. Virginia Catering Company (formally UVa Catering) is still a resource to departments as well. Departments will be able to order everything from breakfast and lunch to break service and dinner for University meetings and events via the UVa Marketplace.

The University has identified a new strategic partner, America To Go, to coordinate these efforts. Starting in late summer, America To Go will have a Marketplace punchout catalog. This catalog will post menus and pricing for area restaurants and caterers in a user-friendly punchout catalog within the UVa Marketplace, along with the ability for restaurants and caterers to upload customized quotes for unique University events.

America To Go will provide web based services, which will deliver many benefits to the University:
* 24/7 customer service and dedicated account management
* Searchable menus and saved favorites
* Improved choice and information on restaurants and caterers
* Automated accounting and a clear approval process
* Running invoice totals and accessible customer order history
* A reduction in accounting time, cost, and paperwork related to food ordering
* A more transparent and competitive marketplace
* Greater consistency in applying University policies, including insurance coverage
* Improved ability to encourage and track progress related to important initiatives, e.g., sustainability and supplier diversity
* Increased visibility of area restaurants and caterers across Grounds
* Ability for departments to use any of the America To Go restaurants and caterers without having to seek any additional competition

We are encouraging all restaurants and caterers to join as early as possible so that they will benefit from being part of this exciting new way of doing business with the University. If your department has a favorite restaurant or caterer, please encourage them to join.

Please also feel free to contact the University's Account Manager at America To Go, Audrey Emmer at audrey.emmer@americatogo.com to recommend a restaurant or caterer. You may also contact Frank Fountain with PSDS at 982-3092 or fff3x@virginia.edu with any questions you may have about the process.

Stay tuned for more information related to this exciting new initiative.

Thank you.

Announcing New Local Hotel Contracts and Payment Process

Good Afternoon.

Procurement and Supplier Diversity Services (PSDS) is excited to announce new contracts with several local hotels. These contracts offer better pricing and allow local lodging and conference services to be paid with a University Purchasing Card (Pcard). Using the Pcard to pay for local lodging and conference services simplifies the ordering and payment process for both the University and the local hotels. For a current list of the local contract hotels click here

Pcards can be used **only** with the local contract hotels listed in the above link. Pcard payment for services with the local contract hotels requires removal of the local lodging restriction; additionally, Pcard limits may need to be increased to pay for conference services. Both of these steps can be completed by submitting a Purchasing Card Change Request (https://www.procurement.virginia.edu/netbadge/pagepcardchangeform). Local Funds Pcard holders already have the hotel restriction removed, so no further action is required. For more details please see the State Purchasing Card Program website Using the Pcard with Local Contract Hotels at http://www.procurement.virginia.edu/pageState%20Purchasing%20Card%20Program#section512.


If there are any questions about the new local hotel contracts, please contact Kevin Crabtree at (434) 924-4219 or email kc5yc@virginia.edu. For purchasing card questions, please email pcardadmin@virginia.edu or call (434) 924-4212.

Thank you.

eCycleSecure, New Surplus Electronic Media Disposal Provider

December 16, 2013

Good morning,

Procurement and Supplier Diversity Services is pleased to announce that the University has contracted with a new company, eCycleSecure of Charlotte, North Carolina, for the disposal of all electronic equipment and data. Service with CRS, our previous contractor, will end December 19, 2013, and there will be no service to the University during the weeks of December 23 and December 30, 2013. The process with eCycleSecure will be the same for users, who will continue to make requests through the Surplus Property website, and the schedule will remain the same. All requests approved by 3:00 p.m. on Monday will be picked up on Thursday. The first pickup schedule follows: All requests approved by 3:00 p.m. on Monday, January 6, 2014, will be picked up on Thursday, January 9, 2014. eCycleSecure will contact departments to schedule the exact pick-up times. eCycleSecure will continue to ensure the secure disposal of our data and that items are properly recycled or sold instead of ending up in the landfill.

As a reminder, users no longer have to complete a P-1 form to obtain Fixed Assets (Property) Accounting approval if they list the asset tag number on the surplus property request. The surplus property request will automatically route to Fixed Assets (Property) Accounting for approval. Once they approve the request, they will add the authorization number to the request to specify the item is approved for disposal and the request will be routed to Surplus Property for submission to eCycleSecure. With this new approval process, it is the department's responsibility to remove University asset tags and send them to Fixed Assets (Property) Accounting before the items are picked up by eCycleSecure. No items should be given to eCycleSecure with University asset tags affixed.

If you have any questions on how to handle items with University asset tags, you can refer to the University financial policy http://www.virginia.edu/finance/finanalysis/prop.html or contact Fixed Assets (Property) Accounting at 434-924-4209 or email Mike Williams at mww5w@virginia.edu.

Please check the University's Surplus Property website for the latest updates on all surplus property processes at http://www.procurement.virginia.edu/pagesurplusprocedure.

If you have questions please contact Dolores Hildebrand at 434-924-4233 or email djh2c@virginia.edu.

Thank you.

Hertz Rental Car - new location inside Cavalier Inn

August 12, 2013

Good Afternoon.

Procurement and Supplier Diversity Services is excited to announce that Hertz Rental Car, a University contract rental car vendor, has opened a new location inside the Cavalier Inn. To make rental car reservations at this new Hertz location call (434) 245-0104 or visit the Hertz website; www.hertz.com and select the Cavalier Inn HLE location. Be sure to enter the University of Virginia Corporate Discount Number (CDP) 1800209. The hours of operation for the Cavalier Inn location are Monday through Friday, 8:00 a.m. to 6:00 p.m. The Hertz desk is located just inside the main doors of the Cavalier Inn on the right side. Personal vehicles can be parked on site when renting a vehicle from this location. Additional contract details can be found at the following link: http://www.procurement.virginia.edu/pagecontracts&cssid2=471. If there is any question about this new location or contract, please contact Kevin Crabtree at (434) 924-4219 or email kc5yc@virginia.edu.

Thank you.

 

Expansion of Pickups for Surplused Items

Good afternoon.

Procurement and Supplier Diversity Services is pleased to announce that, beginning Monday, April 1, 2013, the local pickup of surplused items from University departments will be expanded. All items surplused at the University will be collected at your departmental location and no longer needed to be taken to the Surplus Property Depot ("Depot"). Electronic devices or media will continue to be picked up weekly by Creative Recycling Systems ("CRS"). All other items will be collected by JLR Auctions Asset Bridge ("JLR"), the vendor who has picked up your furniture, building materials, and appliances in the past few months. This will eliminate all costs to departments for transporting items to the Depot.

JLR will have the same pick up schedule; all "General Surplus" forms submitted by Thursday at noon will be picked up on the following Monday. The first week will be processed as follows: All "General Surplus" forms submitted on Monday, April 1, 2013, and before noon on Thursday, April 4, 2013, will be picked up at the designated department location on Monday, April 8, 2013.

Proceeds from the sale of surplus property will be held centrally, except for items purchased with "Grant" funds, and those proceeds will be returned to the grant. The "General Surplus" form has been updated to only require a PTAEO when "Grant" funds were used to purchase the item(s) being surplused. All other processes remain the same.

Please visit the Surplus Property website at http://www.procurement.virginia.edu/pagesurplushome for the complete procedure. Contact Dolores Hildebrand at 434-924-4233 or djh2c@virginia.edu for assistance.

 

PSDS receives SACUBO award

Procurement and Supplier Diversity Services (PSDS) received its fourth consecutive Best Practices Award from the Southern Association of College and University Business Officers (SACUBO) for “Rebooting University Travel: A Fresh Approach to Conventional Travel Practices”. Kevin Crabtree, Senior Buyer, presented this new program and accepted the award at SACUBO’s Annual Meeting in Louisville, KY. Receipt of this award for a fourth time is unprecedented in the history of SACUBO’s Best Practices program and serves as testimony to the creativity and innovation of PSDS and Kevin Crabtree’s effort to implement this new travel program at the University of Virginia.

The new travel program includes the award of two cooperative contracts. The first award to Jackrabbit Systems, LLC for a guest and visitors reservation widget represents the first such implementation in higher education. The second award of travel management services to Travelectra, Inc. allows University travelers to choose from a customized on-line reservations system or traditional full service reservations. Both options include monitoring of travel policy, use of the University p-card for air, rail, hotel and auto rental and 100% audit of the transaction by Travelectra.

Penguin Computing Acquires James River Technical Contract

Procurement & Supplier Diversity Services is pleased to announce that Penguin Computing has acquired and been assigned the University's James River Technical (JRT) contract. Penguin Computing provides high performance computing products and services. Most of the manufacturers and products available on JRT's previous contract are available from Penguin Computing, as well as an expanded offering of new products and manufacturers. For more details about the firm's products and other information, please refer to the contract summary sheet at http://www.procurement.virginia.edu/pagecontracts&cssid2=1063.

Lodging Reservation Tool for Guests and Visitors

Procurement & Supplier Diversity Services (PSDS) and the University's Webmaster, Zach Wheat, are pleased to announce that the University has completed the implementation of an enhanced "Places to Stay" website: http://www.virginia.edu/placestostay/. This link may be found under the "Discover UVa" menu button on the UVa Homepage. There is now a lodging reservation tool on this site which will assist University guests and visitors by providing local lodging options, availability, and rates. The lodging rates made available via this reservation tool should match or beat rates found on other online booking tools a majority of the time, and the tool is designed to accept personal credit cards from guests and visitors.

Current University Purchasing Card (P-card) restrictions will not allow departments to use a P-card with this tool. However, PSDS is working on a local lodging reservation tool for its website that will accept University P-cards. Once the University P-card reservation tool is implemented, PSDS will make an announcement and provide a link to that reservation tool.

We ask for your assistance with promoting the use of this convenient new reservation tool to University guests and visitors. We believe that it will help visitors to make lodging arrangements while visiting the University.

If you have any questions about this, please contact Kevin Crabtree at 434-924-4219 or kc5yc@virginia.edu

New Surplus Electronic Media Disposal Provider

Procurement and Supplier Diversity Services is pleased to announce that the University has contracted with Creative Recycling Services, Inc. ("CRS") for the disposal of all electronic equipment and data. The process will be the same for users, except that the new contractor, CRS, will pick up the items. The service is still free of charge to departments. Users will continue to make requests through the Surplus Property website and the schedule will remain the same. All requests approved by 10:00 a.m. on Monday will be picked up on Thursday, with Friday being the overflow day. The first pickup will occur on Thursday, June 16th, 2011. CRS will contact departments to schedule the exact pick-up times. CRS will continue to ensure the secure disposal of our data and that items are properly recycled or sold instead of ending up in the landfill.

All users are responsible for verifying that their computer equipment is eligible for surplus disposal; if the item has an asset tag, authorization must first be obtained from Fixed Assets (Property) Accounting (http://www.virginia.edu/finance/finanalysis/prop.html). Please check the University's Surplus Property website for the latest updates at http://www.procurement.virginia.edu/pagesurplusprocedure.

If you have any questions, please contact Bobby Carefoot at 434-924-3338 or email bc@virginia.edu.

Surplus Disposal Electronic Media

April 20, 2011

The University will be transitioning to a new provider for managing the disposal of unwanted computers, printers, and other devices containing electronic data in early May 2011. To prepare for the transition we will not have any more pickups from AERC. Those departments that have already submitted a request for pickup will be the first ones to receive service under the new contract. As soon as the contract is finalized, Procurement & Supplier Diversity Services will provide the new provider's company name and contact information to you.

The new provider has assured us that the transition will be transparent to the departments, the data is handled securely, and electronic components do not end up in the landfill.

Thank you for your patience as we transition to the new provider.

Purchasing Card Log

December 6, 2010

Good morning,

Effective December 16, 2010, and coinciding with the beginning of a new purchasing card billing cycle, purchasing cardholders will **no longer** be required to maintain a purchasing card log. This change is possible because of the autonomy the University received with Restructuring and through negotiations with the Virginia Department of Accounts.

The intent of this change is to streamline the process of using a purchasing card by removing a practice that is not key to the overall outcome. Although the purchasing card log will not be required documentation, it is a useful tool to track purchases and can continue to be obtained from the Procurement Services website.

As with any purchase regardless of the method, all original receipts and other documentation for each purchase must be maintained and reconciled to the purchasing cardholder's monthly purchasing card statement. Documentation and reconciliation procedures can be found on Procurement Services website at http://www.procurement.virginia.edu/pagepcard.

If you have questions about these changes, 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.

Thank you.

Cavalier Computers Catalog and the UVa Marketplace

December 1, 2010

Good afternoon,

Procurement Services is excited to announce that the University's very own internal computer sales and service provider, Cavalier Computers, will have a website link to its catalog in the UVa Marketplace (Marketplace) on Friday, December 3, 2010. The catalog link will appear in the showcased supplier section of the Marketplace. Orders from this link will be placed as they are today by selecting the item and entering a PATEO. There is no integration with the Marketplace and no purchase orders will be created. When finished shopping with the Cavalier Computers catalog, simply close the window and continue shopping the UVa Marketplace.

Thank you.

Hertz Rental Car Payment

November 19, 2010

Good afternoon:

Procurement Services is excited to announce that for the University's car rental contract, Hertz Corporation (Hertz) has agreed to make driving and paying easier. Previously, Hertz required that the University Purchasing Card (P-card) which was used for payment had to match the name of the person driving the rental car. Now, Hertz will accept P-cards for all rentals without the name of the driver matching the P-card.

Some other facts about the Hertz contract:

-- Rates are $1 to $7 less per car class, per day, when compared to Enterprise Rental Car contract.

-- Hertz offers pick up and drop off service.

-- Their offices are located at 1900 Rio Hill in Charlottesville.

-- Other details can be found on Hertz's contract summary sheet: at http://www.procurement.virginia.edu/pagecontracts&cssid2=471

Thank you.

Book Purchases

November 5, 2010

Attention All University Shoppers:

Barnes & Noble.com has terminated its contract with the University. Book purchases should now be made through one of the following vendors at our website http://www.procurement.virginia.edu/pagecontracts&category=Specialty#Book,%20Magazine%20&%20Subscription%20Services:

- University Bookstore

- Matthews Medical & Scientific Books, Inc.

- Rittenhouse Book Distributors, Inc.

- Student Book Store

The University Bookstore is a great option for purchases and will match any price found on Amazon.com.

As a reminder, the University Purchasing Card should not be used for book purchases.

Thank you.

Ink and Toner Cartridge Discounts

October 14, 2010

Good morning.

Procurement Services is pleased to announce that certain Hewlett Packard ink and toner cartridges can be purchased from our punchout catalog contract vendor, Guy Brown Products, at even deeper discounts than previously offered. The additional discounts are a result of a special arrangement between University of Virginia (University), Guy Brown, and Hewlett Packard called the HP Big Deal program. With the HP Big Deal program, ink and toner cartridges used most by the University are further discounted approximately 9% lower than the previous contract price.

To see what ink and toner cartridges are available under this program and the pricing, visit the Guy Brown contract summary sheet on the Procurement Services web page (http://www.procurement.virginia.edu/pagecontracts&cssid2=318), then click on the HP Big Deal Ink & Toner link.

Should you have additional questions, please contact Michael Warlick by email at warlick@virginia.edu or by telephone at 434-924-8918.

Thank you.

Cellular/Wireless Phone Service Options Broadened

September 13, 2010

Good morning.

Procurement Services is pleased to announce that departments now have the option of purchasing cellular/wireless phone service directly from AT&T, nTelos, T-Mobile, or Verizon using cooperative contracts the University can now access. When purchasing wireless phones and services from these vendors, departments must use the procedures outlined in the Vendors Contract Summary Sheets ("CSS") shown on Procurement Services' web page at http://www.procurement.virginia.edu/pagecontracts&category=Services#Cellular%20Telephones. Please note that you must use a University Purchasing Card (P-card) to make payments. Purchase Orders to these vendors will not be allowed after September 30, 2010.

You may also continue to purchase/renew service through the Virginia Information Technology Agency (VITA) state contracts obtained through ITC Communication Services. For more information about these contracts, visit ITC's website at http://itc.virginia.edu/commserv/telephone/cell.html or request information at vitarequests@virginia.edu or 434-924-4106.

**IMPORTANT**: If you currently have service through VITA and switch to one of the cooperative contracts, contact ITC after the new service is setup in order for ITC to cancel your VITA service, otherwise the VITA billing may continue.

Other wireless providers may be added in the future.

Should you have additional questions, please contact Michael Warlick by email at warlick@virginia.edu or by telephone at 434-924-8918.

Thank you.

Travel Reimbursement Returns

August 16, 2010

Good morning.

New Travel policies became effective May 1, 2010. This email is to point out areas that continue to cause the most returns of travel reimbursements.

-- USE NEWEST VERSION OF THE WORKBOOK

Many changes have been made to the travel workbook. Departments should use the most current travel workbook (http://www.procurement.virginia.edu/pagetravelformlist&from=241170) found on Procurement Services web site rather than re-using an older version saved on your computer. The new workbook will help in the preparation of the travel reimbursement and help avoid unnecessary returns for additional information requirements.

-- REASON FOR EXCEEDING LODGING RATES

Whenever the lodging rate is exceeded, **regardless of the fund source**, a reason for the overage is required. Different limits apply, depending on the fund source used (http://www.procurement.virginia.edu/pagelodgingmeals).

-- REASON FOR LATE SUBMISSION

Travelers must supply a reason when the workbook is submitted after 30 days from the completion of the trip (http://www.procurement.virginia.edu/pagelodgingmeals).

-- INCLUDE THE MEALS PER DIEM SHEET

The meals per diem sheet is used to determine what rate is being claimed and what meals were deducted. Send this sheet with the travel workbook.

Should you have additional questions, please contact Procurement Services at 434-924-4212. Thank you.

Payment Only by Purchasing Card: Transportation Services

August 09, 2010

Good morning.

Effective August 17, 2010, you will no longer be able to create a purchase order or payment voucher to pay these suppliers:

  • A Goff Limo
  • Abbott Bus Lines
  • Yellow Cab (Charlottesville location only)
  • Ambassador Limousines

Departments must provide these suppliers with a University Purchasing Card number for payment of all services they provide.

The intent of this change is to improve the ordering and payment processes with these suppliers. Procurement Services is continuing to evaluate new uses of the purchasing card to automate and streamline the payment process. Please refer frequently to the "Recently Changed Pages" on Procurement's website at http://www.procurement.virginia.edu/pagerecentlychange to see other suppliers as they are added.

Please plan for this change by applying for a University Purchasing Card if you do not have one. Instructions for applying for a card can be found at http://www.procurement.virginia.edu/pagepcard.

If you have questions about these changes, 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.

Thank you.

Year-end Closing for UVa Marketplace

Good morning.

The purchasing responsibilities that allow access to the UVa Marketplace will be temporarily disabled at 6:00 p.m. on Tuesday, June 29, 2010, for year-end close. Please place orders for any necessary goods and services this week to prepare. The responsibilities will be restored at 7:00 a.m. on Thursday, July 1, 2010. If an emergency arises on June 30, we recommend that you use the University Purchasing Card to make the purchase. If the supplier must have a purchase order number and a purchase order must be created on June 30, contact Procurement Services at 924-4212.

Thank you.

Announcing Thomas Scientific

Good afternoon,

Procurement Services is pleased to announce a new contractual relationship with Thomas Scientific for laboratory equipment and supplies.

For more information on the specifics of the Thomas Scientific's contract with the University, please review Thomas' Contract Summary Sheet at http://www.procurement.virginia.edu/pagecontracts&cssid2=260.

Thomas has a Punchout Catalog in the UVa Marketplace and is the first Marketplace vendor to offer a new level of functionality in the Marketplace from SciQuest, Level 2 Search Functionality. Level 2 allows shoppers to use the "Shop" function in the Marketplace, and the results will reflect both hosted catalogs and Level 2 punchout catalogs offerings. This additional functionality will allow shoppers to more effectively search multiple vendors for the same product and will help University departments save money by more readily being able to identify the vendor with the lowest price.

If your department has any questions regarding the Thomas Scientific Agreement, the Procurement Services point of contact is Frank Fountain, who may be reached at fff3x@virginia.edu or 434-982-3092.

Payment Only by Purchasing Card: Storage Services Contract Vendors

May 07, 2010

Good afternoon,

The list of vendors accepting the University Purchasing Card (P-card) as the only method of payment is growing. The following storage services contract vendors are being added to the P-card only payment method list, effective June 1, 2010:

-- Charlottesville Self Storage @ Charlottesville
-- Charlottesville Self Storage @ Crozet
-- North Charlottesville Self Storage/CW Investments
-- U Stor It Charlottesville
-- Woolen Mills Self Storage

After June 1, Purchase Orders and Payment Vouchers can no longer be created with these vendors. The complete list of vendors that will only accept P-cards as the method of payment can be found on our website at http://www.procurement.virginia.edu/pagepcard

Should you have additional questions, please contact Dolores Hildebrand by email at djh2c@virginia.edu or by telephone at 434-924-4233.

Thank you.

Electronic Equipment and Data Disposal through AERC

April 26, 2010

Good morning.

Procurement Services is pleased to announce that the University's contract with AERC Recycling Solutions (AERC) is expanding to include the disposal of all electronic equipment and data. This means that AERC will pick up any electronic equipment or data from your location and dispose of it free of charge to your department.

AERC will continue to ensure our data is securely disposed of, and that items are properly recycled or sold instead of ending up in the landfill.

Pick-up is typically scheduled every Thursday, but can be less frequent if the number of items for pick-up does not justify the transportation cost. AERC will continue to contact departments to schedule pick-up times.

To promote the resale of working equipment which pays for the cost of recycling unsellable items and the secure disposal of data, we ask that you ensure the following:

-- All power cables are included with all assets.
-- Microsoft Windows Certificate of Authentication (C.O.A.) labels remain on all Desktop and/or Laptop computers.
-- Equipment consists of complete units including hard drives, CD/DVD drives, floppy drives, memory chips, processor chips, and batteries as applicable.

All users are responsible for verifying that their computer equipment is eligible for surplus disposal; if the item has an asset tag, authorization must first be obtained from Fixed Assets (Property) Accounting (http://www.virginia.edu/finance/finanalysis/prop.html).

As a benefit to the departments, this change continues to reduce the cost of transporting items to the Depot and ensures disposal of surplus property in a safe, environmentally friendly, cost effective manner.

Please check the University's Surplus Property website for the latest updates at http://www.procurement.virginia.edu/pagesurplusprocedure

If you have any questions, please contact Bobby Carefoot at 434-924-3338 or email bc@virginia.edu.

Thank you

 

Announcing New Travel Policies - A Positive Benefit of Restructuring Legislation

April 23, 2010

Good morning,

One of the benefits gained under Restructuring was to allow Tier 3 Institutions, which includes the University of Virginia, to review their policies, under the oversight of the State Comptroller, and to develop ones that made better sense for the Institution.

As a result of this, Procurement Services is pleased to announce that new, streamlined travel policies will become effective May 1, 2010. A second webinar is scheduled for April 29, 2:30-3:30 to explain these new policies. If you have not already registered, you may do so on Procurement Services web site in the "What's New" section located on our home page at http://www.procurement.virginia.edu/. Procurement Services will also conduct a "Pre-session" on these new policies at the next Fiscal Administrators meeting, Tuesday, April 27, 9:00 a.m., Newcomb Hall Theater.

Thank you.

New Fisher Scientific Agreement

March 19, 2010

Good afternoon,

Procurement Services wishes to inform the University community of a newly established Agreement with Fisher Scientific Company ("Fisher"). The new Agreement will begin April 1, 2010.

In the next week, Procurement Services will update the Fisher Contract Summary Sheet ("CSS"), posted at the Procurement Services Contracts website at http://www.procurement.virginia.edu/pagecontracts. The new Fisher CSS will include information regarding:

-- the updated UVa Hot List;
-- the updated Discount Structure by Commodity Category; and
-- a full copy of the Agreement.

As was discussed in the March 10 Fiscal Administrators Meeting, the new Agreement with Fisher will mark the end of the existing Fisher Hosted Catalog in the UVa Marketplace. Fisher's UVa Marketplace Punchout Catalog will remain, but the Hosted Catalog will no longer be available effective April 1.

If you have any questions going forward regarding the new Fisher Agreement, the Procurement Service point of contact on the Fisher Agreement is Frank Fountain. Frank can be reached at fff3x@virginia.edu or 434-982-3092.

Vendor Invoice/Payment Status Lookup

February 25, 2010

Good morning.

On Monday, February 22, 2010, Procurement Services went live with a new feature which allows vendors to check invoice payment status for themselves. Located on the Procurement website, vendors can access the page at https://www.procurement.virginia.edu/pagevendorinvlookup

Using only the Taxpayer Identification Number, vendors can now access invoice payment status as far back as 90 days. The status update includes invoice date, number and amount, purchase order number, voucher number, invoice received date, and payment information.

The objective of this new feature is to reduce the volume of calls received by departments and Accounts Payable from vendors looking for payments. Vendors that properly submit invoices can verify payment timeliness, accuracy, and status in one place without involvement by the department or Accounts Payable.

Procurement has begun directing all calls for payment status to this website. We ask that you join us in encouraging all vendors to use this new tool as we know vendors call you for the same information.Thank you.

Vendor File Deactivation as of February 2, 2010

February 2, 2010

Good Afternoon:

As of today, February 2, 2010, payments to the following vendors may be made *only* with the University Purchasing Card:

The Colonnade Club, Enterprise Leasing Company (vehicle rental services), Federal Express, Hertz Corporation, and UPS.

These vendors will be deactivated in the Integrated System today and purchase orders or pay vouchers can no longer be created for them. We will make no further notification of this change.

We are currently evaluating other vendors to add to Purchasing Card only payments. Please refer often to the "Recently Changed Pages" on Procurement's website at http://www.procurement.virginia.edu/pagerecentlychange to see other vendors as they are added.

If you do not have a University Purchasing Card and would like to apply, instructions, training, and applications can be found at http://www.procurement.virginia.edu/pagepcard. If you have questions about this change, 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.

Thank you.

 

Vendor File Deactivation of Colonnade Club, Enterprise Leasing Company, Federal Express, Hertz Corporation, and UPS, Effective February 1, 2010

December 7, 2009

Good morning.

On October 10, 2009, Procurement Services announced that, effective November 1, 2009, payments for the Colonnade Club, Enterprise Leasing Company, Federal Express, Hertz Corporation, and UPS could only be made using the University Purchasing Card. Since then, we have seen a large decrease in the number of purchase orders and payment vouchers to these vendors, and we thank you for your efforts. To further support this initiative, we will deactivate these vendors in the University's vendor file on February 1, 2010. Once these vendors are deactivated, no purchase orders or payment vouchers can be entered for them.

If you have a standing purchase order to one of these vendors, please cancel the order and begin making payments with a purchasing card before February 1, 2010.

We are evaluating other vendors to switch to the University Purchasing Card. Please refer frequently to the "Recently Changed Pages" on Procurement's website at http://www.procurement.virginia.edu/pagerecentlychange to see other vendors as they are added.

Please plan for this change by applying for a University Purchasing Card if you do not have one. Instructions for applying for a card can be found at http://www.procurement.virginia.edu/pagepcard.

If you have questions about these changes, 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.

Thank you.

Gifts from vendors

November 17, 2009

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

Colonnade Club, Enterprise Leasing Company, Federal Express, Hertz Corporation, and UPS Payment Changes Effective November 1

October 9, 2009

Good afternoon.

On September 28, 2009, Procurement Services announced a change in payment methods we were considering for the Colonnade Club, Enterprise Leasing Company, Federal Express, Hertz Corporation, and UPS to the University Purchasing Card. With very few comments received, we will go forward with the change in payment method.

Effective November 1, 2009, you will **no longer** be able to create a purchase order or payment voucher to pay these suppliers. Departments must provide these suppliers with a University Purchasing Card number for payment of all services they provide.

The intent of this change is to improve the ordering and payment processes with these suppliers. Procurement Services is continuing to evaluate new uses of the purchasing card to automate and streamline the payment process. Please refer frequently to the "Recently Changed Pages" on Procurement's website at http://www.procurement.virginia.edu/pagerecentlychange to see other suppliers as they are added.

Please plan for this change by applying for a University Purchasing Card if you do not have one. Instructions for applying for a card can be found at http://www.procurement.virginia.edu/pagepcard.

If you have questions about these changes, 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.

Thank you.

Payment Changes for the Colonnade Club, Enterprise Leasing Company, Federal Express, Hertz Corporation, and UPS

September 28, 2009

Good afternoon.

Procurement Services is considering a change in payment methods for the Colonnade Club, Enterprise Leasing Company, Federal Express, Hertz Corporation, and UPS to the University Purchasing Card. At a later date yet to be determined, you will **no longer** be able to create a purchase order or payment voucher to pay these suppliers. Departments will be required to provide these suppliers with a University Purchasing Card number for payment of all services they provide.

The intent of this change is to improve the ordering and payment processes with these suppliers. Procurement Services is continuing to evaluate new uses of the purchasing card to automate and streamline the payment process and will notify you as changes are made.

Please plan for this change by applying for a University Purchasing Card if you do not have one. Instructions for applying for a card can be found at http://www.procurement.virginia.edu/pagepcard.

We welcome your comments. Please consider this change and provide us with feedback as to its implementation before October 9, 2009, by emailing Purchasing Card Administrators Carrie McGowan at csd6n@virginia.edu or Dolores Hildebrand at djh2c@virginia.edu.

Contract Lodging Room Certificates Offer

July 22, 2009

Good morning.

Procurement Services is pleased to announce that room certificates are available for the following contract lodging vendors in Charlottesville: Courtyard Marriott, Omni, The Cavalier Inn, Red Roof Inn, and The Doubletree. The certificates are:
* good for one free night stay;
* subject to blackout dates; and
* only good at the corresponding hotel's Charlottesville location, except for Courtyard Marriott certificates, which can be used at any Courtyard in the U.S.

The certificates will be given to departments on a first request basis. Employees must use the "Hotel Certificates" form located at https://www.procurement.virginia.edu/netbadge/pagecertificates to request these certificates. The certificates are to be used for University business travel or to accommodate guests to the University. These certificates are not for personal use and must be used for approved University business. The use of these certificates is subject to audit.

You will receive an email regarding your request within five (5) business days. If your request is approved, the certificate(s) will be sent to the University address you provide.

If you receive a hotel certificate and for some reason cannot use it, it must be returned to Procurement Services immediately. No department may request and simply hold the certificates for undetermined future use.

For further assistance please contact Dolores Hildebrand at djh2c@virginia.edu.

Thank you.

UVa Marketplace Webinar Invitation

July 20, 2009

New Marketplace Update!
Join us for a Webinar on July 22, 2009: https://www2.gotomeeting.com/register/187203547

Space is limited.
Reserve your Webinar seat now at: https://www2.gotomeeting.com/register/187203547

The Marketplace is getting an update on July 26. There will be some "look and feel" differences, and also some improvements to Searching and Favorites. It's late notice, but come meet with us and we'll show you the new changes!

Title: New Marketplace Update!
Date: Wednesday, July 22, 2009
Time: 10:00 AM - 11:00 AM EDT

After registering, you will receive a confirmation email containing information about joining the Webinar.

System Requirements
PC-based attendees
Required: Windows® 2000, XP Home, XP Pro, 2003 Server, Vista

Macintosh®-based attendees
Required: Mac OS® X 10.4 (Tiger®) or newer

Thank you.

 

Contract Furniture Vendor Update

July 20, 2009

Good morning.

Procurement Services announces a change in contract vendors for furniture from Chasen's Business Interiors to American Office with all other aspects of the contract to remain the same. Effective immediately, American Office is now the authorized Herman Miller dealer for our area, and all UVa Marketplace orders placed from sif files on the Chasen's punchout have been "re-directed" to American Office. Soon the Chasen's logo on the marketplace will be update to show American Office. You will continue to work with the same sales representatives. While we expect a quick and smooth transition, we appreciate your patience through any initial hiccups. Stay tuned for further updates.

For any questions, comments or problems regarding any listed above, contact Lori Ponton at 434-924-4216, lp3s@virginia.edu or Matt Marshall at 434-982-2636, mjm5mm@virginia.edu.

Thank you.

Contract Updates

July 20, 2009

Good afternoon.

Procurement Services is pleased to announce updated new contracts and arrangements for the following products and services used by the University:

  • VWR International ("VWR"):

    Recently, the University has changed the contract that the University accesses for transactions involving VWR. The new contract should reflect lower pricing on products/services distributed by VWR and, thus, is more competitive to what VWR had offered the University previously.

    For more details about VWR's services, prices, and other information, please refer to: http://www.procurement.virginia.edu/pagecontracts&cssid=261.
  • Corning Products:

    Previously, Fisher Scientific had exclusivity with regard to specialized pricing, available directly from Corning, on high-volume Corning products.

    Effective July 1, 2009: In addition to Fisher Scientific, both VWR and Quality Biological will also have the same access to this specialized Corning pricing. This should result in lower pricing on many Corning products from both VWR and Quality Biological.
  • The Hilldrup Companies ("Hilldrup"):

    Recently, the University entered into an agreement with Hilldrup for Commercial Relocation Services. While Hilldrup has been a contract vendor for Household Relocation Services for some time, this new agreement will expand Hilldrup's contractual presence into Commercial Moves as well.

    For more details about Hilldrup's services, prices, and other information regarding Commercial Moves, please refer to: http://www.procurement.virginia.edu/pagecontracts&cssid=605.


These contracts were established to save departments time and money when obtaining products and services under $50,000. Procurement Services will still need to handle all procurements of $50,000 or more.

For any questions, comments or problems regarding any of the categories listed above, contact Frank Fountain at 434-982-3092 or fff3x@virginia.edu.

Thank you.

Procurement Pre-Session August 12

July 08, 2009

Dear UVA Purchasers and Shoppers,

Procurement Services is planning another pre-session to take place at 9 a.m., prior to the August Fiscal Administrators meeting on Wednesday, August 12. This is an opportunity to receive further Marketplace, Oracle navigation, and Procurement tips. We invite you to tell us what topics you would like covered in more detail. Please contact either Terry Butler at 924-4353, tbb@virginia.edu or Matt Marshall at 982-2636, mjm5mm@virginia.edu with your suggestions and questions.

Thank you.

Clarifying the Commmonwealth's Sustainable Practices Mandate

July 08, 2009

Numerous questions arose from our email of June 18 "Supporting the Commonwealth's Sustainable Practices." We sought and received clarification that the purchase of paper with recycled content and individual size bottled water as mandated in the Governor's Executive Order 82 is applicable to all funds regardless of source. Therefore, effective immediately we amend our notification as follows:

Procurement Services asks that you take steps to support the Governor's Executive Order 82 (http://www.governor.virginia.gov/Initiatives/ExecutiveOrders/2009/EO_82.cfm) and the reduction of the Commonwealth's energy and environmental impact. Under Executive Order 82 the University is expected to:

  • purchase or lease Energy Star-rated appliances and equipment for all classifications for which an Energy Star designation is available;
  • purchase or lease new office equipment (copiers, faxes, printers, etc.) that is recycled paper-compatible;
  • purchase paper that contains recycled content;
  • not procure water in individual serving-sized containers made of plastic, except for use in emergencies or for safety and health reasons.

This restriction on individual serving-sized water containers does not apply to our bulk water dispensing service which the University has contracts.

Procurement Services will follow these guidelines for purchases that it specifically handles and strongly recommends that you do the same for small dollar purchases made by your department or business unit as the Executive Orders are mandates to all State Agencies.

Thank you.

New FedEx Contract

July 02, 2009

Good afternoon.

As of July 1, 2009, The University of Virginia ("University") is accessing the Educational & Institutional ("E&I") contract with FedEx, which replaces the now expired University contract. Procurement Services has determined that the new E&I contract offers better pricing than our previous contract on both air and ground shipments.

The most significant savings on express mail shipments can be realized by using second day delivery instead of Priority Overnight. For example, a 10 oz. package in Zone 2 costs $7.96 for second day compared to $12.41 for Priority Overnight. This represents a 36% savings.

All current University FedEx accounts are being switched to the E&I contract, so departments do not need to contact FedEx to receive contract pricing. Additional information, including a list of frequently asked questions, may be found at http://www.procurement.virginia.edu/pagecontracts&cssid=262 or by contacting Charles Kidd at ck5b@virginia.edu or 924-3507.

Year-end Purchasing Responsibilities with UVa Marketplace

June 22, 2009

Good afternoon.

The purchasing responsibilities that allow access to the UVa Marketplace will be temporarily disabled at 6:00 p.m. on Monday, June 29, 2009, for year-end close. Please place orders for any necessary goods and services this week to prepare. The responsibilities will be restored at 7:00 a.m. on Wednesday, July 1, 2009. If an emergency arises on June 30, we recommend that you use the University Purchasing Card to make the purchase. If the supplier must have a purchase order number and a purchase order must be created on June 30, contact Procurement Services at 924-4212.

Thank you.

Electronic Invoice and Reconciliation

June 19, 2009

Good afternoon,

Accounting Services, Procurement Services, and Internal Audit have fielded numerous questions about how the new electronic invoices will fit into the reconciliation process. While Procurement Services no longer sends copies of the paper invoices to departments, no one is prohibited from printing these invoices as an option. Supporting documentation such as a packing slip, e-mail notification, etc. should be retained in the department to support the transactions, even in the absence of the electronic invoice.

Finally, Project Managers and Approvers are still required to review these invoices as part of the monthly reconciliation process. This can be accomplished by looking up the transaction in the Integrated System, or by using the Invoice Lookup link on Procurement Services' website at http://www.procurement.virginia.edu/. It should be noted that there is no requirement to have an Oracle responsibility to use the Invoice Lookup feature.

If you have questions about electronic invoices, please call Procurement Services at 924-4212; if you have questions about reconciliations, please email Lynne Hancock and Lynn Galasso at thelynns@virginia.edu.

Thank you.

Supporting the Commonwealth's Sustainable Practices

June 18, 2009

Good morning.

Procurement Services asks that you take steps to adhere to the Governor's Executive Order 82, see following link: http://www.governor.virginia.gov/Initiatives/ExecutiveOrders/2009/EO_82.cfm, and the reduction of the Commonwealth's energy and environmental impact. Under Executive Order 82 the University is expected to:

  • purchase or lease Energy Star-rated appliances and equipment for all classifications for which an Energy Star designation is available;
  • purchase or lease new office equipment (copiers, faxes, printers, etc.) that is recycled paper-compatible;
  • purchase paper that contains recycled content;
  • not procure water in individual serving-sized containers made of plastic, except for use in emergencies or for safety and health reasons.

Procurement Services will follow these guidelines for purchases that it specifically handles and strongly recommends that you do the same for small dollar purchases made by your department or business unit as the Executive Orders are mandates to all State Agencies.

Contract Update for Office Supplies

June 17, 2009

Good morning.

Procurement Services is pleased to announce updates to the Guy Brown Products (formerly Concerto) office supply contract. Guy Brown Products offers:

  • best HP cartridge pricing of any UVa Marketplace catalog
  • competitive prices on recycled copy paper (recently reduced):
    • 30% recycled 8.5x11 #P1OM55957 $3.30 per ream
    • 50% recycled 8.5x11 #P1055011 $3.57 per ream
    • 100% recycled copy paper #P1054922 $3.78 per ream
  • 15% discount from United Stationers Quarterly List Pricer
  • Additional discounts apply to 350 of the University's most frequently purchased office supplies

For more details about Guy Brown Products, please refer to Office Supplies at http://www.procurement.virginia.edu/pagecontracts&cssid=318

Important: Surplus Property Proceeds Policy Change

June 01, 2009

This communication is being sent to the University community on behalf of Eric Denby, Director of Procurement Services, in his absence.

During the past year, the University's surplus property disposal program has gone through a major transformation. Last year Procurement Services contracted with AERC Recycling for the data destruction and disposal of surplus computer equipment, Charles W. Hurt LLC for the disposal of all furniture, appliances and building materials, and GovDeals for the on-line auction of all remaining items. These changes have benefited departments because it eliminated the cost of transporting most of these items to the Depot, and the on-line auctions have generated higher prices than the on-site auction had in the past.

To fund the data destruction and disposal of surplus computer equipment we retain all surplus property auction proceeds for individual items or groupings of items that sell for $50 or less. With higher prices being generated through the on-line auction sales, funds retained to cover the AERC Recycling contract cost have decreased as fewer items sell for $50 or less. Consequently, we are not retaining enough to cover the cost of the contract. As a result, we will move the threshold for retaining surplus proceeds from $50 to $100, effective immediately.

We believe the changes have been a positive experience for our customers and have helped manage the University disposal of surplus property in a safe, environmentally friendly, cost effective manner.

If you have any questions, please contact Eric Denby at 434-924-4212 or email end@virginia.edu.

Introducing Marriott Worldwide Booking Services

April 14, 2009

Procurement Services is pleased to introduce a new contract supplier, Marriott Worldwide Booking Services. This supplier will greatly simplify searching for and booking a hotel or conference center outside of Charlottesville. Marriott Worldwide will compile a list of hotel options, check availability, negotiate best possible rates, and confirm bookings with any Marriott Hotel.

Below is a list of eligible Marriott Hotels:

  • Marriott Hotels & Resorts
  • JW Marriott Hotels & Resorts
  • Renaissance Hotels & Resorts
  • Courtyard by Marriott
  • Residence Inn by Marriott
  • Fairfield Inn by Marriott
  • Marriott Conference Centers
  • Towne Place Suites by Marriott
  • Spring Hill Suites by Marriott
  • Marriott Vacation Club
  • The Ritz-Carlton Hotel Company, L.L.C.
  • The Ritz-Carlton Club
  • Marriott ExecuStay
  • Marriott Executive Apartments
  • Grand Residences by Marriott

The benefits of using Marriott Worldwide Booking Services can be found on our Contract Summary Sheet at http://www.procurement.virginia.edu/pagecontracts&cssid=612 or by contacting Kevin Crabtree at 924-4219 or email kc5yc@virginia.edu.

Supplier Quality Ranking Tool

April 14, 2009

Good morning.

Procurement Services has added a new Supplier Quality Ranking Tool to the contracts page on the Procurement Services website: http://www.procurement.virginia.edu/pagecontracts.

The Supplier Quality Ranking Tool was created to help University employees make more informed purchasing decisions. Supplier rankings originate from feedback, opinions and experiences of other University employees. Suppliers can be ranked on Customer Service, Price, Quality, On-time Delivery, and Invoicing. An Overall supplier ranking is then posted on the website based upon these rankings. Additional comments may be provided, which will only be visible to the buyer responsible for that supplier.

When using the Supplier Quality Tool, keep these things in mind:

  • Only those with a UVa computing ID can submit a ranking via NetBadge login.
  • The rankings should be based upon actual experience with the supplier as it relates to University business.
  • Suppliers may be ranked numerous times, but each ranking should be associated with a different transaction.
  • When providing a negative ranking, you will be asked to provide additional details that will be sent to Procurement Services.
  • Use this tool for all experiences positive, negative, and indifferent.

So get out and start ranking. This tool is only useful with data and the data only comes from University employees.

 

Local Conference and Lodging Services Contracts Renewed

March 18, 2009

Good afternoon.

Procurement Services is pleased to announce that the contracts for local lodging and conference services were recently renewed. Visit our website at http://www.procurement.virginia.edu/pagecontracts under Travel/Relocation for additional details.

During the renewal process, local hotel managers were reminded to request a purchase order number or payment voucher number to ensure timely payment of invoices; Procurement Services cannot track an invoice without one of these numbers. Although either transaction type may be used when making a reservation, we recommend using:

  • a Purchase Order for large group bookings, long hotel stays, and/or conferences; and
  • a Payment Voucher for individuals staying a night or two.

To create a Payment Voucher number, save but do not approve the payment voucher and give the payment voucher number to the hotel. Once the invoice has been received, approve the Payment Voucher to complete the payment process. Remember to include the purpose with full explanation on the Purchase Order or Payment Voucher for every stay or event.

All contract hotels have begun to follow these procedures and departments should plan accordingly when making reservations. Procurement Services developed and the contract hotels are using a new order confirmation form which departments can sign. A sample copy of the order confirmation form can be found on the hotel contract summary sheets. If you have any questions about the new contracts, please contact Kevin Crabtree at kc5yc@virginia.edu or call 434-924-4219.

Thank you.

Vendor Refund Checks Search Feature

March 17, 2009

Good morning.

We are pleased to announce the addition of a new "Vendor Refund Checks" search feature on our website. Procurement Services frequently receives refund checks from vendors. While every effort is made to deliver these funds to the correct departments, there are times when the vendor provides no information in the remittance advice. When this occurs, the checks are deposited into a clearing account and the funds held until claimed.

If you are expecting a refund check, you may now submit a check request; or, if you are awaiting a refund and have not received it, search the unclaimed check ledger. The check request form allows you to enter information about the vendor and the check you are expecting. When checks are received at Procurement Services, we will notify you if any matches your criteria. The unclaimed check search allows you to search all checks received from a particular vendor or you may also search by exact dollar amount. If your criteria are met, you may claim the check.

Once you have claimed funds, we will deposit them in your account using the PTAEO entered in your claim. You will then receive an email informing you of the deposit.

We hope this will streamline refund recovery for everyone! If you have any questions, please contact Connie Alexander at 924-4212 or email cds9r@virginia.edu.

Thank you.

Paper-Less Invoices

February 09, 2009

Good morning.

On February 16, 2009, paper invoices received in Procurement Services and matched to a Purchase Order in the Integrated System will no longer be mailed to departments. These invoices will be included in the on-line "Invoice Lookup" system currently used to look up invoices that Procurement Services receives electronically from vendors.

Procurement Services will only mail invoices that cannot be matched to a valid Purchase Order. This will drastically reduce the number of invoice copies Procurement Services must mail and the associated costs.

The "Invoice Lookup" page is located on Procurement Services website at https://www.procurement.virginia.edu/netbadge/pageinvoicelookup&page=invoicelookup. If you have any questions, please contact Procurement Services at 924-4212 or email buy-pay@virginia.edu. Thank you.