SSC Hours of Operation
Monday – Friday
8:00AM – 5:30PM
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 functionality questions can be referred to:
- Shared Services Center Help Center: 877-340-5577 or firstname.lastname@example.org
- eVAHelp Desk: 866.289.7367 or email@example.com
- eVA Refresher Course documentation - which includes frequently asked questions and how-to instructions
Strongly Preferred Vendor Type
The vendor has registered their company in eVA. The Vendor is charged a .1% eVA fee, (see eVA billing page for max caps on fees).
While vendors can be State-entered by the agency, this is not our policy or preference as then the agency becomes responsible for the eVA fees, (see eVA billing page for max caps on fees). These situations will be handled on a case by case basis.
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 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 or paid using local funds.
- 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.
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.
eVA terminology for a "purchase order." A EP is created when an eVA requisition has gone through the required approvals. If a vendor accepts electronic orders then the eVA EP will be sent directly to the vendor; otherwise, Shared Services will need to email or send 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.
- 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 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./font>