A-to-Z Index

eVA Work Flow

Work flow is the process for getting a requisition through the eVA system.   This can be very simple or fairly complicated.   We have found that the simpler, the better.

The number of people involved in the work flow process depends on a number of things:
Who has expenditure signature authority for a departmental account?
What is the dollar amount at which the departmental approver wants to become involved?
Is the requisition for a grant?   If yes, the req is routed to Grants Accounting.
Is the requisition for a capital outlay project?   If yes, the req is routed to Facilities Planning and Construction.
Is the requisition for $5,000.00 or higher?   If yes, the req is routed to Procurement Services.

The departmental user is the person who actually enters the requisition into eVA.   If this person has expenditure signature authority for the account, they can enter a req for under $5,000 and send it directly to the vendor (except restricted items).   Or they can enter a req for $5,000 and up that goes directly to Procurement Services.   If the departmental user does not have expenditure signature authority for the account, the req must be approved by a departmental approver.

The departmental approver must have expenditure signature authority for the account.   This position approves requisitions that the departmental user has entered.   The approval level is determined by the department and may be set at any level under $5,000.   All reqs over $5,000 will go to Procurement Services.

Grant Accounts – All reqs for $500 and over must be routed through Grants Accounting.

Restricted Items – All restricted items must be routed to Procurement Services regardless of dollar amount.

Examples:
Please note that these are only a few common examples, other workflows are possible.

If the departmental user does not have expenditure signature authority for the account:
Under $5,000 (except restricted items) User --> Approver --> Vendor
$5,000 and up User --> Approver --> Procurement Services --> Vendor
If the departmental user does have expenditure signature authority for the account:
Under $5,000 (except restricted items) User --> Vendor
$5,000 and up User --> Procurement Services --> Vendor