Step by Step
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
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
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
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.
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.
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.
Create Requisition in eVA Using P-Card or Purchase Order
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:
- Departments are advised to review such contracts and make any changes necessary to conform to their particular business needs.
- All contracts $10,000 or less requiring signature must be sent to email@example.com.
- 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.
- The body of the email must contain the dates of service for the contract and the index code charged.
- If you require an original signed contract to be returned to you through campus mail, please indicate so and include the Campus 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.
Know the Tax and Freight Charge Information
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.
Upon Receipt of Goods or Completion of Services, Receive in Banner
View Receive in Banner for instructions.
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.
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.