Note: The following applies only to vendors providing goods and services to UVA. It does not apply to individuals registering as payees with UVA in order to be paid a reimbursement.
eVA is the Commonwealth of Virginia's eProcurement System. UVA hosts catalogs and delivers electronic orders through its own eProcurement System, the UVA Marketplace. However, state law requires that 75% of University purchasing dollars go to eVA-registered vendor ordering locations. Both vendors and UVA are assessed an eVA fee on all such orders, with some exceptions.
If your firm is not registered with eVA, UVA will be charged an additional eVA fee of 1% of the order amount, capped at $1,500, for any non-exempt orders placed with your firm. This will most likely place your business at a considerable competitive disadvantage when compared with other firms that are eVA-registered. Please note some important points below:
Registration with eVA
- While the University is not absolutely prohibited from doing business with a non-eVA-registered firm, there is a definite competitive advantage for eVA-Registered suppliers.
- Suppliers registering with eVA must separately register each location at which they wish to receive orders from the University. There is no additional charge for registering multiple ordering locations.
- Firms may register with eVA at https://eva.virginia.gov/index.html.
- Registering for electronic delivery in eVA will not result in electronic order delivery for UVA Marketplace orders.
Matching Up eVA and UVA Marketplace Registrations
It is essential that each firm and each ordering location is registered in eVA with the same federal Tax Identification Number (TIN) and zip code as at UVA. A firm is identified by its TIN, and a location is identified by its zip code. EVa and UVA records must match in this regard.
EVA Transaction Fee
- The supplier eVA transaction fee will be applied only to eVA-registered suppliers.
- The supplier eVA fee will be invoiced to the supplier by the Commonwealth of Virginia, Department of General Services, approximately 30 days after the order is issued.
- The eVA Transaction Fee to suppliers is:
- SBSD-certified Small Businesses: 1%, capped at $500 per order.
- Vendors that are not SBSD-certified Small Businesses: 1%, capped at $1,500 per order.
- The eVA fee is not based on shipments or invoices, but rather on a percentage of the face amount of the Purchase Order (PO), including standing order POs. Liability for the full fee is incurred at the time the PO is issued, regardless of when the order is fulfilled.
- Suppliers may not recoup the vendor eVA Fee by invoicing it back to UVA. They may include this additional cost of doing business in prices quoted, or not, as best suits their business interests.
- UVA does not receive any revenue from these fees. UVA also pays a corresponding agency eVA fee to the Commonwealth's Department of General Services. For suppliers that are not eVA-registered, UVA pays both the supplier fee and the agency fee.
- Certain types of purchase are exceptions to the eVA transaction fee. These exceptions are determined by the state. See eVA Exclusions list for current list of exceptions (also called exclusions, and exempt purchases).
- There is a great deal of useful information about registration, billing and payment of the eVA fee, and the many advantages of eVA at: https://eva.virginia.gov/index.html.