To: Management Council Members, VPs of Finance, and eVA End Users
From: Shared Services Center (SSC)
Area: Procurement
Reason: eVA Reminder Regarding Travel
Date: March 13, 2024
Dear Colleges:
As part of SSC’s ongoing efforts to streamline processes and improve efficiency, we would like to clarify that travel expenses paid by PCard do not need to be entered into eVA. Please refer to the Procure-to-Pay Business Rule (see link below) under Procure-to-Pay General Guidelines that states Individual and Travel and Lodging transactions are exceptions that do not require an eVA PO for payment. Specifically, it states the following do not need to be entered into eVA:
Individual travel and lodging:
- Group (i.e., two or more individuals) travel up to $50,000 per group travel event
- Group travel-related lodging
The Small Purchase Charge Cards Business Rule further clarifies that the PCard can be utilized for travel-related procurements.
Please refer to the Procure-to-Pay Business Rules for more information (Procure-to-Pay-Business-Rules-Updated-12.14.23.pdf (vccs.edu)).
Starting April 1, 2024, the Shared Services Center will begin denying Confirming Orders back to the colleges for travel-related PCard purchases in an effort to reduce the number of Confirming Orders.
We appreciate your on-going partnership as we continue to work towards a 5% or less use of Confirming Orders (reserving use primarily for emergency purchases).
Please contact the SSC Customer Engagement Team at 877-340-5577 or help@ssc.vccs.edu if you have any questions.
