- Procurement
- eVA Information
- Forms
- Governing Documents
- Information for Vendors
- Mandatory Source Summary
- Procedures
- Procure-to-Pay Business Rules
- Procure-to-Pay Level 2 Project Announcements
- Purchase Card
- Self Help Guides
- Service Level Agreement
- Solicitations and Contracts
- Training
- VCCS Entities by Zone
- VCCS Supplier Diversity Program
SSC Hours of Operation
Monday – Friday
8:00AM – 5:00PM
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. eVA Customer Care
eVA functionality questions can be referred to:
- Shared Services Center Customer Engagement Team: 877-340-5577 or help@ssc.vccs.edu
- eVA Customer Care: 866.289.7367 or evacustomercare@dgs.virginia.gov
There are several eVA exclusions for purchases/payments 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 SSC Procurement Services.
- Award of grants (disbursement of grant funds) by agencies and institutions to public bodies or tax exempt non-profit charitable organizations*
- Bond Payments
- Clinical Agreements
- Conference registrations
- Executive compensation payments to a third-party provider
- Grant Stipends
- Honoraria**
- Individual travel and lodging
- Group (i.e., two or more individuals) travel up to $50,000 per group travel event
- Group travel-related lodging
- Intra-agency payments
- Over the counter small purchase charge card (SPCC) purchases that are made at the site of the sale and picked up by the individual card holder.
- Payments, including reimbursements and those processed for Workforce Development, to state/local agencies or foundations
- Professional organizational membership dues
- Public Utilities (electric, natural gas, water, sewer)***
- Purchases made using the DPS statewide contract for Express Delivery Services
- Real Estate Leases***
- Refund of tuition to a third-party provider
- Reimbursements to school systems for dual enrollment expenses
- Student club purchases that do not include state funds****
- Tuition Management System disbursements
- Voyager (fuel) charge card purchases
* This exception does not apply to the expenditure of grant funds by agencies and institutions for the purchase of goods and/or services.
** Services typically provided free of charge or fee, however, a payment is made as a form of acknowledgement for the services rendered.
*** See Business Rules entitled "Real Estate and Utilities" for applicable payment rules
**** Student clubs with co-mingled state and local funds must abide by all state regulations for the state-funded portion; to avoid implications, colleges retain the option to mandate the same rules for all clubs, or maintain separate accounts for state and local funds within each club.
To initiate a payment for a transaction that is exempt from the eVA PO process, complete a Voucher Request e-form and submit it for approval to the SSC's Accounts Payable department within ImageNow.
eVA terminology for a "purchase order." A PO is created when an eVA requisition has gone through the required approvals. If a vendor accepts electronic orders then the eVA PO will be sent directly to the vendor; otherwise, Shared Services will need to email or send a copy of the PO 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.
- 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.
eVA will generate a PCO# (rather than a PO#) 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.
