September 2015

Table of Contents

Procurement Services

Confirming Purchase Card Orders (PCO) in eVA

VCU has a statutory requirement to enter 80% of its purchasing transactions, including P-Card purchases, through eVA. To achieve this percentage, VCU cardholders must enter confirming PCO orders in eVA when the purchase was made outside of the system. Exempt category transactions placed on the P-Card do not require a confirming PCO to be entered in eVA.

A list of transactions that are exempt from eVA is available on our website here.

Confirming PCO orders must be completed no later than the close of cycle in which the transaction took place. Documentation that the PCO has been completed must be retained with the cardholder’s monthly reconciliation.

Directions for placing a confirming order in eVA can be found on our website here.

If you have any questions, please contact us at

Mandatory Contract for Office Supplies

All departments must purchase office supplies including, but not limited to, ink, paper, toner, office equipment (i.e. standing desks, chairs) must be purchased through VCU’s contracted suppliers, Ball Office and Guy Brown. All orders must be placed through their eVA Punch-out Catalog and use a P-Card. Purchase of office supplies from any other sources is not allowed.

More information about buying office supplies can be found on our website here.

If you have any questions, please contact us at

Amazon & Amazon Marketplace

Departments are reminded that and purchases do not comply with many mandatory requirements the university must achieve. While not expressly prohibited, departments that order through Amazon are held accountable for compliance with these requirements and must take into account the negative impact it will have on the university:

  • VCU has a statutory requirement to order 75% of the university’s purchasing dollars through eVA. If Amazon orders are not entered into eVA as confirming P-Card orders, VCU may not meet its obligation.
  • Amazon is not an eVA registered supplier and requires the university to pay the entire eVA fee associated with the purchase.
  • VCU is committed to using diverse suppliers and must purchase at least 40% of its good and services from DSBSD certified SWaM suppliers.
  • Departments must not use Amazon to circumvent using contracted sources, such as Ball Office and Guys Brown.
  • Amazon charges tax on many orders that should be tax exempt, requiring the cardholder to contact Amazon to request a credit.
  • Personal Reimbursement requests for emergency out-of-pocket purchases through Amazon must be justified and only be made when there are no other alternatives.

For more information on the items above, please visit our website

If you have any questions, please contact us at

Past Due Invoices

In accordance with Commonwealth of VA accounting policies and procedures, cardholders are prohibited from using the P-Card to pay a vendor invoice that is past due.

Past due invoices must be paid by check.

Please contact us at if you have any further questions or requests.

Untimely Entry of Receivers

Because of the rise in numbers of invoices that are missing receivers, Accounts Payable stepped up its monitoring efforts beginning in April for invoices that are 60 days or older. With your help and cooperation, the number of invoices greater than 60 days old was reduced by 30% since. While some improvement has been made, many receivers or explanations are unfortunately still pending.

Many of these vendors are small or other businesses that cannot afford to float debt for extended periods of time. Paying valid invoices on time is not only a moral obligation and high VCU priority, it is state law

Please remind persons who key receivers or manage invoices to promptly respond to Accounts Payable requests for statuses for old invoices.

Sincere thanks for reducing the number of old invoices by 30%. Your good vendors and Accounts Payable appreciate your efforts and need your continued support as we continue in efforts to clean up pending issues.

If you have any questions, please contact Accounts Payable, 828-1077.

Invoice Submission

The number of invoices being emailed to has increased tremendously. We would like to remind you that as requested on VCU’s purchase order agreement, the vendor should mail original invoices, unless otherwise stated by the contract, to the billing address shown: Accounts Payable, PO Box 980327, Richmond VA 23298-0327. If the vendor continues to email or mail the invoice directly to you, please remind them that invoices should be mailed to the address as listed on VCU’s purchase order and return it to them.

If you have any questions, please contact Accounts Payable, 828-1077.

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