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Purchasing DivisionPolicies
· All procurement of goods and services must be made according to applicable state laws, regulations, policies and procedures as established by the Virginia Public Procurement Act and the Agency Procurement and Surplus Property Manual as well as guidelines established by the Purchasing Director. All purchases will be made in a fair and ethical manner without impropriety or the appearance of impropriety.
· In accordance with §1.2 of the Agency Procurement and Surplus Property Manual, authority to sign contracts for Virginia State University is delegated from the University President to the Vice President for Administration and Finance and the Purchasing Director; each may further delegate that authority in writing as appropriate.
· No goods or services may be ordered without the issuance of a purchase order by the University’s Purchasing Office except for those individuals with delegated procurement authority through the small purchase charge card program.
eVA
· VSU uses the Commonwealth’s eVA electronic procurement system for the purchase of goods and services. Except in very limited circumstances, all transactions must be processed through eVA including purchases made against your Small Purchase Charge Card.
· All users, including supervisors (called in eVA “Approvers”), are assigned an user name and password; passwords (8-16 characters in length) must be changed every thirty (30) days.
· The departmental approval process is pre-loaded into the system; it is not necessary to have the Approver to sign the request. Approvers will be contacted by e-mail notifying them that a request is pending. Clicking the “approve” button serves as the signature and a permanent record is built into the system.
· Purchasing will approve all requests over $1,000.; in addition, the Vice President for Administration and Finance must approve all requests over $50,000.
· Certain commodities, including computer hardware/software, telecommunication equipment and services, and facilities management work orders, will require special “commodity approval” before the requisition will be processed.
Small Purchase Charge Card
· Purchasing charge cards offer the University an alternative payment method when making small purchases as well as the opportunity to streamline our process for procuring goods and services. The purchasing card program reduces the volume of accounts payable transactions and the associated administrative costs by eliminating vendor invoices and consolidating multiple vendor payments into one monthly payment to the charge card vendor.
· The Purchasing Department shall collaborate with account managers in establishing which employees shall be issued the procurement card and their card limits.
· Each cardholder shall use the SPCC card for all transactions within their authorized card limit for those vendors who accept the GE MasterCard. The card must only be used for official University purchases and in accordance with State procurement regulations. Use of the card for personal purchases is "strictly prohibited.” The card is not interchangeable with the travel charge card. Therefore, business travel or entertainment expenses may not be placed on the procurement card.
· The only person entitled to the use of procurement card is the person whose name appears on the face of the Card; it is not to be left for another person for use.
· If the Card is lost or stolen you must immediately notify the card provider (toll free number on the card) and the University's Program Administrator (804-524-5117).
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