Procurement Services, U.Va.

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What's New at Procurement

The University of Virginia's Payment Methods Email

October 13, 2009 - Procurement Services sent an email notice to inform vendors of plans to charge an administrative fee for payments made by paper check. More

New FedEx Contract

As of July 1, 2009, The University of Virginia is accessing the Educational & Institutional ("E&I") contract with FedEx, which replaces the now expired University contract. More

Surplus Property Proceeds Change

Procurement Services will retain any auction proceeds of $100 or less (excluding the Health System) to fund the disposal of computers and related electronic data storage devices. More

Contracts Renewed

Procurement Services is pleased to announce that the contracts for local lodging and conference services were recently renewed. More

Vendor Refund Checks Search

Procurement Services frequently receives refund checks from vendors. While every effort is made to deliver these funds to the correct departments, More

Paper-Less Invoices

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. More

Fiscal 2009 Year End Processing

Procurement Services' Fiscal 2009 Year End Schedule is now available.

New Website

Welcome to the new Procurement Services website! We hope that things will now be easier to find and better organized for you.
- Procurement Services Web Team

New Mileage Rate

Effective January 1, 2009 the mileage rate set by the state for reimbursement will be $.55 per mile, this is a change from the current rate of $.585.

New Tool to Sell/Buy Surplus Items

Surplus Property will be listing all items with GovDeals, an online auction site for government surplus. Employees may register and bid. More

New Travel Rates in Effect

New Lodging, Meal, & Incidental Expense Limits are effective for travel expenses incurred on or after October 1, 2008.

New Mileage Rate

Effective July 1, 2008 the mileage rate set by the state for reimbursement has been increased from $.505 to $.585 per mile.

Year-end Purchasing Responsibilities with UVa Marketplace

The purchasing responsibilities that allow access to the UVa Marketplace will be temporarily disabled on Monday, June 30, 2008, for year-end close. Please place orders for any necessary goods and services this week to prepare. The responsibilities will be restored on Tuesday, July 1. 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.

Computer Surplus Disposal

A new process to surplus University-owned computers and related University equipment is now available. To get started with computer surplus, check the Computer Surplus Procedure, which will walk you through the steps.

MasterCard Foreign Transaction Fee

MasterCard will automatically impose a 1% foreign transaction fee on all charges processed outside the United States. This fee is in addition to any currency conversion fees.

Fiscal 2008 Year End Processing

Procurement Services' Fiscal 2008 Year End Schedule is now available.

Annual PCard Training Reminder

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. More

New PO Approval Limit

Beginning March 17, 2008, orders placed through the UVa Marketplace with contract vendors will be approved by the system up to $50,000, a significant increase from the $10,000 limit. More

Electronic Invoices Update

Invoices for Apple Computer and Supply Room Companies catalog orders are now in electronic format. Invitrogen Corporation catalog orders are scheduled to go-live in the coming week.
Log in to the Electronic Invoices Review to search for invoices associated with your PUC. Simple procedures are detailed in the Electronic Invoicing procedure.

New Mileage Rate

Effective January 1, 2008 the mileage rate set by the state for reimbursement has been increased from $.485 to $.505 per mile.

Computer equipment disposal

All departments will soon be able to use the state contract with DynTek for the data destruction & disposal of surplus computer equipment.
Procurement Services will retain any auction proceeds $50 or less (excluding the Health System) to fund this program. More

Gifts from Vendors - Prohibited

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.

Use PCard for Pre-existing Alltel Contracts

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. For new and renewal contracts, departments must go through ITC Communication.

e-Supply Center - Better Prices

Fisher Scientific and Bio-Rad offer a select number of former ChemStores products at better-than-contract prices. This new program is called the e-Supply Center and can be found in the UVa Marketplace.

ChemStores Closing - Inventory 20% Discounted

ChemStores Closing - End of October!

Available inventory is discounted by at least 20%. See ChemStores catalog for products, on-hand quantities & discounted prices.

Paperless PO Procedure - Beginning 11/01/07

Beginning November 1, 2007, paper copies of centrally created POs will no longer be mailed to the requisitioning department. Procurement Services will ensure that any necessary documentation is attached to the Purchase Order (PO) in the Integrated System. See Recent PUC Emails for complete details.

Electronic Invoicing Is Here

Invoicing for Fisher Scientific catalog orders are now in electronic format. Other catalog vendors will be phased in over time. Simple procedural changes for departments are detailed in the Electronic Invoicing procedure.

Vendor Reg Form Now Web Only

One simple new web-submitted Vendor Registration form has replaced all three of our previous forms. Fax, email, or paper copies of the form can no longer be accepted in Procurement Services. Please destroy any copies of earlier forms that you may have and direct vendors to the new form.

Travel, Training (all) now OK for Conference Reg

Conference Registration is now eVA-Excluded with expenditure type "Travel Costs, Training (all)", and may be paid on Payment Voucher up to $50,000. See Procurement Guide for other payment/purchase options.

Bus Charter NOT allowed on Pcard

Bus Charters category corrected on Procurement Guide to show that this is not allowed on the Pcard.

Some Purchases No Longer Allowed on LPO

Important: Some purchase categories are no longer allowed on Marketplace LPOs due to the greater efficiency in processing eVA-Excluded demand payments on Payment Vouchers. Use the Procurement Guide to review the following revised categories:

• Royalties,
• Copyright fees,
• Professional Licenses and Fees,
• US Postage

Significant Changes to Procurement Guide

Changes include clarification of eVA Exclusions and Expenditure Type usage in several categories, and expanding the use of the Payment Voucher for some. All shoppers should review the changes to the commodity types that they purchase. Recently Changed Pages has the list of changes.

SWAM - Tips to Success

Want to know more about Cash Flow? Marketing? Networking? and Finance? A new page, SWAM Sources, offers SWAM vendors links to a wealth of information.

Expenditure Type Search Available

Users can now search for expenditure types by keyword, search description as well as name, and scroll through the entire expenditure type list, including description

This can be very helpful in finding a correct expenditure type before assigning PTAEOs to an order.This search is available in the Integrated System from a link on the first Marketplace page as well as on this website under "Quick Tools" > Searches.

New eProcurement Manager

Meredith Dixon comes to ProcSvcs with a rich background in eCommerce. She will head up all eProcurement efforts, overseeing the UVA Marketplace, electronic invoicing, and eVA.

Purchasing Card Change Request Form

The new PCard Change Request form allows users to request cancellation of cards, change the default PTAO, request exemption from monthly transaction limit, & request other changes relating to their PCards.

Progress on Surplus Computing Equipment

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 DOD-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.

The cost of the program will be funded centrally through UVA Surplus Property and all proceeds from the sale of equipment will be returned to UVA Surplus Property.

Electronic Invoicing

Procurement Services is currently investigating 'next steps' with utilizing electronic invoicing. We are looking at the many options available today and trying to find the best solution for the University. Some of these options will be implemented sooner than others. In the coming months, we will begin to phase in our first electronic files.

With these types of advancements, there is no doubt that some business processes need to be changed. Electronic invoicing means there will not be a paper invoice. Procurement Services is aware of the effect this may have on University departments and we are working through the best solution on how to notify users of the detailed information from their invoices.

As we progress through these processes, we will be sending emails to keep you informed of any updates and procedures.

If you have any questions or concerns, please contact Terry Butler at 924-4353 or email tbb@virginia.edu.

2007 Year End Schedule

Procurement 2007 Year End Schedule

Text Version

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Last Modified: March 20 2009
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