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eVA FAQs
Vendor Registration /
Vendor Listing /
Exemptions /
Fees /
Purchasing Card /
Cancellations
- How do vendors obtain information about registering?
Information is available on the eVA website:
http://www.eva.virginia.gov
- Have non-registered vendors been advised to register in eVA?
Yes. The Department of Procurement and Payment has sent letters to
non-registered vendors advising them to register in eVA.
- What if the vendor refuses to sign up?
The department must either find another source for their requirements or the 1% fee will be charged back to the
department for any purchase orders issued to non-registered vendors that are not exempt
(http://www.vcu.edu/procurement/evaexemp.htm).
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- Is there an alphabetical listing by vendor of eVA registered vendors?
Departments can find a list of eVA registered vendors by going to the eVA site that is linked on our webpage:
http://www.eva.virginia.gov
On the right hand side you'll see "Watch eVA Grow". Under that heading, click on the link next the
"Vendors" to see who's registered. Next go to FRS and make sure it's coded on screen 202. If there's a
"U" or a "P" in the eVA column, it confirms the firm is registered in eVA and will interface properly.
If the eVA column is blank, the order will not transmit through our interface and the department could
be subject to the 1% fee.
Departments must validate the "order from" address in FRS is accurate (i.e. the correct location for the vendor) for the order.
If the vendor is in eVA and not coded "U" or "P" in FRS, please submit an e-mail inquiry
to evapurch@vcu.edu. Do not approve your order until you receive a response to your inquiry.
- A vendor says they are registered in eVA, but it's not coded in FRS.
If the vendor is in eVA and not coded "U" or "P" in FRS, please submit an e-mail inquiry
to evapurch@vcu.edu. Do not approve your order until you receive a response to your inquiry.
- How often is the vendor file updated?
Daily.
- There are multiple listings for a vendor with different "order from" addresses.
How do I know which one to choose?
Select the vendor with the correct "order from" address and confirm their eVA registration.
Go to screen 202 and if there's a "U" or a "P" in the eVA column the firm is registered in eVA
and will interface properly. If the eVA column is blank, the order will not transmit through our
interface and the department could be subject to the 1% fee.
- When will the vendor file be cleaned up?
Vendor file maintenance is on going.
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- Where do I find a list of exemption w/ object code crosswalk.
Information is available on the Procurement and Payment website:
http://www.vcu.edu/procurement/evaexemp.htm
- Does this include travel, petty cash reimbursements?
No, individual travel and employee reimbursements are exempt.
See website
http://www.vcu.edu/procurement/evaexemp.htm
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- When is the 1% applied?
The 1% eVA fee is applied to the PO amount. The amount on the PO must be validated to
ensure accuracy before the PO is approved.
- When will the fees start?
Departments may be charged 1% (capped at $500 per purchase order) for purchase orders over $2,000 approved on or
after July 1, 2004, through September 30, 2004, that were non-exempt and issued to non-eVA registered vendors.
(Purchase orders less than $2,000 approved July through September 2004 will not be charged a fee.) All purchase orders,
regardless of the dollar amount, approved on or after October 1, 2004, that are non-exempt and issued to non-eVA registered
vendors will be charged 1% (capped at $500 per purchase order).
- Should we add the 1% to our purchase orders?
Vendors should provide quotes that take the 1% fee into account. However, if the vendor
requires the addition of the fee to the purchase order, it can be added.
- Where does the money go?
The eVA fee is remitted to American Management System (AMS) to pay for developing,
operating and enhancing eVA for the Commonwealth of Virginia.
- Can you charge the 1% fee to another account code?
No. Departments will have to make changes using an IDT. The 1% fee will not be applied to
any 5-ledger account because electronic procurement fees are not allowable charges to 5-ledger
accounts. In these instances, the department's state or local fund will be charged.
- Where will the charges appear in FRS?
eVA charges will be posted to object code -1931 eVA Penalties. These charges will be listed
on departmental financial screens and on reports in the Reporting Center.
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- How does the eVA registration requirement impact P-Card transactions?
Non-exempt transactions are subject to eVA fees.
In order to support the efficiencies gained through P-Card utilization, departmental accounts will
not be charged for non-exempt P-Card charges. All P-Card eVA penalty fees associated with 3-ledger
(auxiliary enterprises) purchases will be charged to one central University auxiliary enterprise
account; P-Card eVA penalty fees associated with all other accounts will be charged to one central
University state account. All eVA penalty fees will be recorded in object code 1931 "eVA Penalties".
- What does "over the counter" purchases mean?
This refers to orders picked up by the cardholder at the merchant's place of business.
It does not include any orders that are shipped or delivered to VCU.
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- How do I cancel an order?
You must submit your request by e-mail to evapurch@vcu.edu
Do not cancel the order in FRS. Provide the PO number and reason for the cancellation in your e-mail.
Purchasing will handle the cancellation in both eVA and FRS.
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