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Make a Purchase of $10,000 or Less

Departments are granted delegated purchasing authority for approving the purchase of goods/services without competition provided the price is fair and reasonable up to $10,000. In order to provide departments with this purchasing flexibility, compliance with purchasing policies and procedures must be observed when ordering goods and services.

Step by Step

  1. Know the Acceptable Forms of Documentation for Purchase

    Quote – written documentation from the vendor with the description of the
    goods and/or services, the price, and delivery date. If the pricing is obtained
    over the phone the individual in the department obtaining the quote should
    record the date, name of the vendor, the name of the individual providing the
    information, the price (including shipping/delivery charges), and the expected
    delivery date. 

    Note: An Independent Contractor Agreement form serves as the quote for services from individuals.

    Contract Order – established contracts (e.g. VASCUPP, State, VITA, etc.). Contract
    number must be referenced in the designated eVA field on the requisition. View Search for an Existing Contract.

    eVA Punch Out – orders from vendors catalogs that provides description and
    pricing on the resulting order. No additional supporting documentation is
    required.

    Published Price – can be used when price is determined from the vendor’s
    website or from a catalog. Documentation should show a screen shot with the
    price or by recording the catalog page from a current catalog.

    Invoice – generally should not be used as supporting documentation because
    eVA is the ordering system. Can be used for certain renewal purchases of
    subscriptions, membership dues, etc.

    Receipt – obtained from the vendor when the order is placed. Generally applies
    to P-Card orders purchased at the vendor’s business location or for on-line
    orders.

  2. Search for the Vendor in eVA

    View Search for the Vendor in eVA. This will help you determine if the vendor is registered in the eVA system.

  3. Determine If You Can Use Your Purchasing Card (P-Card)

    View Use a P-card.  P-Card is the preferred method of purchase for goods and services under $5,000. Any purchase must be within the cardholder’s transaction and monthly credit limits.

  4. Ensure the Vendor is Set Up in the Banner System (Applicable Only for Purchase Orders, not P-Card (PCO))

    View Ensure Vendor is Set Up in Banner for instructions.

  5. Create Requisition in eVA Using P-Card or Purchase Order

     

  6. Submit a Vendor Contract for Signature, if Applicable:

    If a vendor requests that the University agree to the vendor’s contract terms and conditions, then that contract must be sent to Purchasing for appropriate review and signature, following these instructions:

    1. Departments are advised to review such contracts and make any changes necessary to conform to their particular business needs.
    2. All contracts requiring signature must be sent to contracts@vcu.edu.
    3. The subject line must contain the eVA generated PR# corresponding to the contract. If the contract is a hotel contract, “Hotel” must also be included in the subject line.
    4. The body of the email must contain the dates of service for the contract and the index code charged.
    5. If you require an original signed contract to be returned to you through campus mail, please indicate so and include the PO Box. If you do not indicate the need for an original, then you will only receive a scanned copy.

    Do not approve the Purchase Order until the contract has been reviewed and signed by the authorized individual in the University and returned to the department.

  7. Know the Tax and Freight Charge Information

  8. Send Purchase Order, Vendor Contract (if Applicable), and Sales Tax Exempt Form (if Applicable) to the Vendor

    It is the department’s responsibility to request a duly signed copy of the agreement for department records, if applicable.

  9. Upon Receipt of Goods or Completion of Services, Receive in Banner

    View Receive in Banner for instructions.

  10. Maintain Supporting Documentation

    Departmental purchase files must be maintained in an appropriate and accessible fashion and will be subject to review by University Audit and Management Services, various state agencies, and the Office of Procurement Services.

  11. If Necessary, Report a Problem with a Vendor

    If departments have issues with the performance of a vendor, then documentation must occur through a Complaint on Vendor Performance . Contact University Purchasing for details.