eVA is the Commonwealth of Virginia's electronic procurement website. This e-procurement tool provides access to state and local buyers, and eVA registered vendors are able to access a variety of procurement activities across the Commonwealth. To access the eVA site, click this link:   http://www.eva.virginia.gov/

The Virginia Department of Business Assistance (DBA) Spring "Supplier Buyer Exchange" bulletin states that "Buyers and Vendors can e-mail eVA Customer Care at eVACustomerCare@DGS.Virginia.Gov or call the eVA Customer Care help line at 1-866-289-7367. There is a 48-72 hour response time to voice mail and e-mail messages. However, immediate priority is given to issues effecting active procurements or system down situations. 

There are currently 32,652 vendors registered with eVA that are used by 171 state agencies and institutions and 492 local governments.  Since implementation of the eVA system, more than 1.5 million orders totaling nearly $15.2 billion in state purchases have been processed electronically through the network.

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NEW eVA VENDORS:

Cellular Accessories For Less (CAFL) offers wireless accessories such as headsets, chargers, batteries, Bluetooth products, SD cards, SIM card readers, cases, and holders for cell phones and PDA/Smart phones. CAFL also provides Plantronics/GNetCom office phone headsets, Polycom sound stations, Globalstar?iridium satellite backup communications equipment, and In-building signal repeaters. A Punchout catalog is available for your convenience. For more information, please contact David Oakes at david@cellularforless.com or by calling 310-220-2250.

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If you are interested in eVA online training in the comfort of your office or home, the Virginia Department of Business Assistance (VDBS) "Supplier/Buyer Exchange" April/May 2007 issue provides the following information:

"eVA registered firms frequently ask how they can get vendor training. A new section of the eVA website features easy-to-use online demonstrations, which give screen-by-screen instructions for a variety of vendor training needs. eVA's Vendor Training on Demand includes mini sessions on several topics, including Account Maintenance-frequently overlooked by firms who have previously registered and fail to maintain accurate and active vendor profiles. Improper eVA account maintenance can lead to missed eVA business opportunities. Other valuable on-demand training demos include how to respond to a Quick Quote and how to research your target market."

In addition, VDBA schedules webinars the third Wednesday of each month for vendor training and enlightenment. Instructions for joining a webinar can be found at www.vdba.virginia.gov. Vendor procurement assistance events are also conducted throughout the state by VDBA. A complete schedule with locations can be found at the website above by clicking on Events.

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State Expenditure (Commodity) Codes - the purpose for posting the link below is to make available the description for each code.  These commodity codes equate to the Banner account codes except that the Banner code includes the first character "7" and ending character "0" or may be "1", "2" or other: http://www.doa.virginia.gov/Admin_Services/CAPP/CAPP_Topics/60108.pdf 


For the Virginia Correctional Enterprises (VCE) catalog, click here.

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ON-LINE REVIEW FOR JUNE EVA NON-COMPLIANT TRANSACTIONS

REVIEW BOTH BANNER AND GE SPREADSHEETS

- Simply click on the following links and log-in with your W&M user name and password.  (DO NOT USE YOUR EVA ID AND PASSWORD.)

    BANNER TRANSACTIONS

    GE PURCHASE CARD TRANSACTIONS

SEND YOUR RESPONSE TO PROCUR@WM.EDU NOT LATER THAN 5:00 PM ON THURS., JULY 10, 2008.

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 GE 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 GE Mastercard 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@wm.edu

- If you have non-compliant transactions, please attach an Excel file to your e-mail 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.
 

eVA FAQ                   -      Click on:   eVA Frequently Asked Questions  

eVA Help and Training    -   Click here 


VENDORS AND eVA    -   Vendors must register with eVA.  Virginia's vendor database is over 32,000 strong!

VENDOR LETTER       -    Click on this letter to download and send to your vendors that are not registered:  "Vendor Letter"

eVA EXCLUSIONS      -    Some purchase transactions require special coding.  To view the list, click on   "eVA EXCLUSIONS"

USE OF NON-REGISTERED VENDORS IN eVA  - REMINDER !

IF YOU MUST USE a non-registered eVA vendor, THEN YOU MUST COMPLY WITH THE FOLLOWING  INSTRUCTIONS:

1.  Ask vendor to register.
2.  If vendor refuses, ask if they are willing to pay the 1% transaction fee.
3.  If unsuccessful, search eVA for a registered vendor for your purchase.
4.  If unsuccessful, document your efforts for all the above actions in the "comments" section including contact names.
5.  When creating your requisition in eVA, BE SURE TO CHANGE THE PO CATEGORY FROM "R01" TO "R02".
6.  Create the non-registered vendor as an ad hoc vendor as you create your requisition in eVA.
7.  Enter the vendor's TRUE federal tax identification number.
8.  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.
9.  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.