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Departmental Buyers Guide

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eVA

eVA is a web-based state-required procurement tool designed to automate and streamline procurement for all state agencies in the Commonwealth. eVA is a central location for departmental buyers to find vendors, reach vendor punch-out catalogs with state pricing, and store requisitions and purchase orders.

The utilization of eVA is required. Departmental buyers with procurement responsibility must utilize the eVA system. Non-compliance with the system will result in a 2% non-compliant fee being charged to the department.

eVA Browser Compatibility

When using eVA it is best to use Google Chrome or Firefox. There are several know issues with Internet Explorer and Safari that cause eVA to be very slow and several punchout catalogs to not work correctly or load. 

eVA Help

eVA functionality questions can be referred to:

Gaining Access to eVA

JMU users that want to gain access to eVA as a JMU approved user should do the following:

  1. Attend the eVA Overview Training offered through the IT Training Department (IT502).
  2. Compete the eVA Access at James Madison University packet and then submit these items to Procurement Services MSC 5720.
  3. After you have submited your paperwork and attened the eVA Overview class you will recive an eVA Access email from Procurement Services. Once you receive that email you will be able to sign-in to eVA with your JMU e-ID.

Types of eVA Vendors

Self-Registered

Strongly Preferred Vendor Type

The vendor has registered their company in eVA. PO Category Code R01 is to be used. The University is charged a .1% eVA fee, capped at $500 (SWaM certified vendor) or $1,500 (non-SwaM certified vendor).

State-Entered

The vendor was ad-hoc'd into the eVA system and a Commonwealth agency worked with the state to have the vendor information stored in eVA. PO Category R01 is to be used.
The University is charged a 1.1% eVA fee, capped at $3,000.

Unregistered (Ad-Hoc)

The vendor information is not in eVA. User has to manually input vendor information in eVA (Name, Complete Address, Telephone Number, Contact Name, E-mail Address, and Federal ID Number). PO Category R01 is to be used. The department should send a copy of the COVA W-9 to Procurement Services at askeva@jmu.edu. The University is charged a 1.1% eVA fee, capped at $3,000.

eVA Exclusions

There are several eVA exclusions for purchases that are not required to be entered into the eVA system. Exclusions should not be loosely interpreted. Departments that are found to be abusing eVA exclusions may be fined for non-compliance. For questions about eVA exclusions contact Procurement Services.

eVA Purchase Exclusions

eVA Work Flow

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 requisition is routed to Grants Accounting.
Is the requisition for a capital outlay project? If yes, the requisition is routed to Facilities Planning and Construction.
Is the requisition for $5,000.00 or higher? If yes, the requisition 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

eVA Purchase Order

The utilization of eVA is not optional. Departmental buyers with procurement responsibility must utilize the eVA system for all purchase requisitions not specified as an eVA exclusion.

Types of Purchase Orders

EP (formerly a Direct Order - DO)

eVA terminology for a "purchase order." A EP is created when an eVA requisition (that did not have the SPCC box checked) has gone through the required approvals. If a vendor accepts electronic orders then the eVA EP will be sent directly to the vendor; otherwise, the department will need to email or fax a copy of the EP to the vendor.
If the requestor is also the last person in the approval flow, this is an indication the order did not flow electronically to the vendor.

Confirming Orders

  • JMU Departments placing orders under $5,000 by phone or through a vendor's website must then enter a "Confirming Order" into eVA unless it is an eVA exclusion. If the Confirming Order is not entered in eVA, the JMU Department will be charged 2 percent of the total transaction.
  • Confirming Orders should be entered in eVA within 24 hours after the order was placed with the vendor.
  • Do not enter detailed information on the line item; make it vague to prevent possible duplicated orders. Examples: do NOT include part numbers, item descriptions or quote numbers. 
    • Do enter detailed information in the order comments and don't select "Visible to Supplier,” so the comments stay internal.
    • Do add attachments to the order (invoices and other supporting documentation) and don't select "Visible to Supplier,” so the attachments stay internal.
  • You can and should use your PCard when placing orders by phone or through the vendor's own website; however, when placing the Confirming Order in eVA, you may not wish to use the PCard checkbox on the "Add Title" panel. You may wish to uncheck it. By deselecting the PCard checkbox, the vendor will not receive your PCard information electronically with the order. This reduces the risk of duplicate charges and creates a EP#, instead of a PCO#.

Blanket Order

  • A blanket order is a single purchase order issued to cover repeat purchases of the same item purchased from the same vendor. Blanket orders are permissible typically when the total order does not exceed the department's delegation of $4,999 and re-occurring costs are known; however may be allowed over $5,000 on a case-by-case basis.
  • Blanket orders are not the normal method of processing and the particular service must be lend itself to this type of order, contact Procurement Services for guidance.
  • Blanket orders should not cross or cover more than one fiscal year or if applicable contract term.
  • Blanket orders must be carefully tracked and reconciled by the department for the various payments that may occur during the year. At the end of the year, the blanket order should be adjusted to cover any over/under usage.
  • The vendor must be willing to accept the blanket order (vendors are charged the eVA fee upfront for the total dollar amount put into the system).
  • Contract orders must have pricing verified at the time the order is created.

Purchase Card Order (PCO)

eVA will generate a PCO# (rather than a EP#) anytime the PCard option is selected on the requisition. Keep in mind that if you have a PCard associated with your account, the PCard option will always default to on. Remember to remove the PCard option anytime you need to pay by an invoice or if the order is $5,000.00 or more. Users may remove the PCard option when completing confirming orders to reduce the risk of the purchase card receiving duplicate charges. If the PCard box is unchecked, the vendor cannot see the PCard information in order to charge the card.

Departmental Purchase Orders

The Departmental Purchase Order (DPO) is not highly used at this time.

The Departmental Purchase Order (DPO) can be used when the department and/or vendor needs paper documentation of an order that is not required to be entered into eVA (it is an eVA exclusion). Alternatively and recommended, the department can create a purchase order in eVA selecting the XO2 category purchase, which means that the purchase is excluded from eVA transaction fees. The following apply in regards to the use of the DPO:

  • The DPO should only be used to procure eVA excluded items.
  • The total purchase amount should NOT exceed $4,999 to include shipping.
  • Items purchased should NOT be a restricted item.
  • The department heads will be responsible for the proper administration of the DPO to ensure proper procurement practices and for ensuring that there are sufficient funds in the departmental budget to cover the expenditure.
  • Split Ordering is prohibited. Departments should NOT issue multiple DPOs to the same vendor in order to reduce the amount of the DPO to under $4,999.
  • For all invoices without an eVA purchase order, departments must complete an accounting voucher to initiate payment.

Requisition for Purchases When an Approver is not an eVA User

Most campus departments will use the eVA system to create a Purchase Requisition (PR) with electronic approvals; however, JMU has a paper requisition form that can be used in other select instances. Instances where a paper purchase requisition may be used include:

  • eVA technical long term outage
  • To verify purchasing authority when the budget approver is not an eVA approver

Paper Requisition Form

eVA Purchase Order Terms and Conditions

The following terms and conditions apply to all orders made with self-registered eVA vendors. By registering with the eVA System, the vendor agrees to these terms and conditions. Orders generating from the eVA system to non-registered vendors (state-entered or ad-hoc) reference these terms and conditions, but the vendors have not necessarily agreed to them at the point you place the order.

These terms and conditions are incorporated by reference in the eVA purchase order. These terms and conditions apply to purchases between the agency or institution and the contractor, unless otherwise modified in writing on the face of the PO.

  1. This contractual agreement is subject to the terms and conditions of the Commonwealth of Virginia Vendors Manual and any revisions thereto, as published by the Department of General Services, Division of Purchases and Supply.
  2. Goods or Services delivered must be strictly in accordance with bid referred to and shall not deviate in any way from terms, conditions or specifications of the bid. Equipment, materials and/or supplies delivered on this order shall be subject to inspection and test upon receipt. If rejected, same shall remain the property of the vendor.
  3. Purchase Order number shall be shown by vendor on all related invoices, delivery memoranda, bills of lading, packages and/or correspondence.
  4. State sales and use tax certificate of exemption, form st-12 will be issued upon request, if you do not have same on file.
  5. Deliveries against this order must be free of excise or transportation taxes, excise tax exemption registration no. 54-73-0076k may be used when required.
  6. In the absence of other contractual terms, payment shall be due 30 days after receipt of proper invoice, or material/service, whichever is the later.
  7. If discount for prompt payment is allowed, the discount period will begin on the date of receipt of proper invoice, or material, whichever is the later.
  8. In case of default by the successful bidder, or failure to deliver the supplies or services ordered by the time specified, the Commonwealth after due notice (oral or in writing), may procure them from other sources and hold vendor responsible for any excess cost occasioned thereby.
  9. No substitution, change or deviation shall be made without written authority from the Commonwealth by Purchase Order Change.
  10. Vendors and contractors providing goods to the Commonwealth of Virginia under this order herewith assure the Commonwealth that they are conforming to the provision of the Civil Rights Act of 1964 as amended, as well as the Virginia Fair Employment Contracting Act of 1975 as amended, where applicable.
  11. This Purchase Order/Contract shall be governed in all respects, whether as to validity, construction, capacity, performance or otherwise by the laws of the Commonwealth of Virginia.
  12. All prices unless otherwise specified are net F.O.B. Destination with transportation charges prepaid.
  13. If shipment is made by freight or express and charges added to invoice, the original bill of lading properly receipted shall accompany invoice. All charges must be prepaid.
  14. Vendors and contractors performing work on Commonwealth owned or leased facilities or property shall, during the entire term of the contract, maintain at a minimum, the insurance coverages as listed in the Vendors Manual and any revisions thereto.
  15. eVA Transaction Fee: eVA transaction fee invoices are issued by the Commonwealth of Virginia Department of General Services. A copy of the eVA transaction fee schedule is available on the eVA website.