Purchasing at UVA

1. Purchasing at UVA

2. Mission Statement The Procurement Services Department supports the mission of the University of Virginia by purchasing quality goods and services at competitive prices, exercising proper financial stewardship for payments, and providing responsive service to all University departments.

3. Objectives • Overview of Procurement Services • Procurement Structure at UVA • Buying Basics • Choosing a Purchasing Method • Your Responsibilities • Receiving • Invoice Handling

4. Overview of Procurement Services • Main Topic Areas • Quick Tools • Stay Informed • What’s New? http://www.procurement.virginia.edu/main/

5. Procurement Structure at UVA Decentralized Purchasing • Purchasing Unit Codes (PUC) • Delivery Location Codes (DLC) Source of Funds • Local Funds • State Funds • Grant Funds Expenditure Types PUC & DLC Search

6. Buying Basics:Procurement of Goods and Services UVA’s Internal Service Suppliers • Surplus Property and many others Contracts Outside Suppliers Help UVA achieve supplier diversity by selecting certified DMBE Women and Minority-owned businesses Surplus

7. Buying Basics:eVA and UVA eVA is the Commonwealth of Virginia’s Electronic Procurement System Restructuring Performance Measure: At least 75% of all non-eVA-Excluded University spending with eVA-Registered vendor sites 2% fee applies for each transaction: • 1% paid by the ordering department and • 1% paid by the eVA registered vendor or the department if the vendor is not eVA-registered Do NOT purchase from a non-eVA registered site unless you are willing to pay the 2% eVA fee. EVA Exclusions eVA DMBE Contract Vendor Search

8. Buying Basics: Supplier Diversity Facilitate the participation of certified Virginia Department of Minority Business Enterprise (DMBE) Woman or Minority-owned (WAM) businesses in UVA procurements Obtain and document at least one price quote from a certified DMBE WAM business before you purchase Exceptions are: • Contract purchases • Over-the-counter P-Card purchases DMBE SWAM Vendor Search

9. Buying Basics: Guidelines for Competition Requirements for competition, regardless of price range, refer to the non-contract purchase of goods and services. Competition is not required for: • Purchases from a Contract Vendor up to $50,000 • Emergency • Sole Source

10. Choose A Purchasing Method The four purchasing / payment methods are: • University Purchasing Card (UPC or P-Card) • Payment Voucher (Paid to Vendor) • Payment Voucher (Reimbursement) • Marketplace Requisition/Order Check the Goods and Services Procurement Guide to determine which method (s) is appropriate for your purchase. Goods & Services Procurement Guide

11. Your Responsibilities • Meet eVA requirements. • Meet DMBE WAM requirements. • Maintain a separation of duties. • Spend within your budget. • Avoid conflicts of interest. • Maintain accurate and complete documentation. • Follow prescribed payment procedures. • Stay informed.

12. Receiving Overview • Required receiving documentation: • A fully signed and dated packing slip/receipt must be maintained for three years plus the current fiscal year (Grant’s longer). • For P-Card purchases, failure to document receiving may result in suspension or revocation of card privileges. • The department informs PS immediately of discrepancies in receiving (using the Invoice Correction Form).

13. Receiving:Purchase Orders • Purchase Orders totaling $5,000.00 or more require: • A fully signed and dated paper packing slip or receipt • And a Receipt processed in the Integrated System • Note: Vendors cannot be paid until the department enters the Receipt! • Review one of these reports: • Procurement Service Report: • “Matched Invoices on Hold” • Discoverer report • “PDW4X.PS-AP-120 Invoices on Receiving Hold”

14. Invoice HandlingPurchase Orders • Vendors submit PO invoices to Accounts Payable: • Via US Mail or Electronic Invoicing • Procurement Servicessends a copy of paper invoices to the department to reconcile receiving. • Invoices referencing an incomplete PO will charge your Dean’s suspense PTAEO. • Review one of these reports: • Procurement Services • “Invoices with Suspense Holds” or • Discoverer report • “PDW4X. PS-AP-131 Held Invoices with No Valid PO”

15. Invoice Handling Payment Vouchers Departments receive the original invoices from vendors and maintain them in their files. Departments forward to Procurement Services original Travel and Petty Cash documentation. Keep a copy for your files. Review one of these reports: • Procurement Services • “Payment Vouchers on Hold” or • Discoverer report • “PDW4X. PS-AP-110 Held Payment Vouchers”