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

4 Overview of Procurement Services Main Topic Areas Main Topic Areas Quick Tools Quick Tools Stay Informed Stay Informed Whats New? Whats New?

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

6 Buying Basics: Procurement of Goods and Services UVAs Internal Service Suppliers Surplus Property and many others Surplus Property and many othersContracts 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 Virginias 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 ordering department and 1% paid by the eVA registered vendor or the department if the vendor is not eVA-registered 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 DMBE Contract Vendor Search EVA Exclusions

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 Contract purchases Over-the-counter P-Card 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 Purchases from a Contract Vendor up to $50,000 Emergency Emergency Sole Source Sole Source

10 Choose A Purchasing Method The four purchasing / payment methods are: University Purchasing Card (UPC or P-Card) University Purchasing Card (UPC or P-Card) Payment Voucher (Paid to Vendor) Payment Voucher (Paid to Vendor) Payment Voucher (Reimbursement) Payment Voucher (Reimbursement) Marketplace Requisition/Order 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 1. Meet eVA requirements. 2. Meet DMBE WAM requirements. 3. Maintain a separation of duties. 4. Spend within your budget. 5. Avoid conflicts of interest. 6. Maintain accurate and complete documentation. 7. Follow prescribed payment procedures. 8. Stay informed. Your Responsibilities

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

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

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

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 Procurement Services Payment Vouchers on Hold or Payment Vouchers on Hold or Discoverer report Discoverer report PDW4X. PS-AP-110 Held Payment Vouchers PDW4X. PS-AP-110 Held Payment Vouchers