Online Review of October Transactions for eVA Compliance

Summary

Due Nov. 3

Full Description

Review both spreadsheets - Simply click on the following links and login with your WMuserid and password (Do not use your eVA ID and password).

Banner Transactions (xls)
BOA Purchase Card Transactions (xls)

Send your response to [[procur]] no later than 5 p.m. on Tues., Nov. 3, 2009 (please do not send responses to [[lhjenk]]).

Please read the following information and instructions:

• Non-compliant transaction fees will be assessed according to eVA users self-certification.
• Spreadsheets with Banner payment transactions and BOA purchase card transactions are accessible with the above secure links for your convenience.
• Review as needed to determine whether your purchases were compliant with eVA requirements.
• The Banner spreadsheet is sorted according to Org number, then Index number.
• The BOA spreadsheet is sorted according to Cardholder name.
• If all transactions are compliant, it is only necessary that you advise of full compliance via e-mail to [[procur]].
• If you have non-compliant transactions, please attach an Excel file to your email containing only the non-compliant transactions for which fees should be assessed.

Contact Lynnette Jenkins at x1-3957 if you have any questions about this process.

Links

• eVA Frequently Asked Questions
• eVA Help and Training - Next training session is Oct. 2, 2009 at 1:30 PM in the Office of Procurement Conference Room.
• Vendor Letter (doc) - Vendors must register with eVA. Virginia's vendor database is over 32,000 strong! Download this letter to send to your vendors that are not registered.
• eVA Exclusions (pdf) - List of purchase transactions that require special coding.

Use of Non-Registered Vendors in eVA-Reminder

If you must use a non-registered eVA vendor, then you must comply with the following:

• Ask vendor to register.
• If vendor refuses, ask if they are willing to pay the 1% transaction fee.
• If unsuccessful, search eVA for a registered vendor for your purchase.
• If unsuccessful, document your efforts for all the above actions in the "comments" section including contact names.
• When creating your requisition in eVA, be sure to change the PO category from "R01" TO "R02".
• Create the non-registered vendor as an ad hoc vendor as you create your requisition in eVA.
• Enter the vendor's true federal tax identification number.
• Note in the "comments" section if the vendor does not agree to pay the transaction fee. Provide the name of the person with whom you spoke.
• Remember to print your purchase order and fax or mail it to the vendor.

Additional use of "R02" designation in eVA - Reminder

Change the PO category from "R01" to "R02" when the purchase is one of the transaction types appearing on the eVA Exclusions list (pdf).