April 8, 2025, 4:45 pm: The T&E Card Change Request form is failing intermittently. We are working with ITS to address the issue. In the meantime, please send us an email with the information the form requests to askfinance@virginia.edu
Resources
Used by the departments when requesting a stop payment, or a copy of a cancelled check (requires Netbadge).
To request any invoice correction or modification, or to notify Accounts Payable that an invoice you have received does not belong to your department.
Request a copy of request for proposal, agreement, or related documents.
TOOLS
eVA: The Commonwealth of Virginia's eProcurement System
Invoice Status/Payment Lookup: For Suppliers that have received a UVA Purchase Order (for all other invoice inquiries, call 434-924-3173, option 1). Please use your Supplier Number to log in. Help finding your supplier number.
About the Discount Program
Beginning April 20, 2020, Procurement Services will return early payment discounts to the expenditure award for sponsored awards.
As you may know, UVA offers our supplier community the option to get paid sooner than the standard payment due date in exchange for a small discount on the amount due. Known in the industry as early payment discounts, this strategy accelerates cash flow to suppliers, and reduces the risk of late payment.
Details on shipping and mail contracts and tips for how to save on shipping costs
PAYING RESEARCH PARTICIPANTS (HUMAN SUBJECTS)
All payments for research participants must adhere to the requirements of the Institutional Review Board (IRB)
When Competition is Required
Please note: No additional competition is required for purchase of goods and services on an existing contract, as vendor selection was based on appropriate competition at the time the contract was awarded.
Procedure for selecting a moving company for employee relocation
CONFUSING EVA EXPENDITURE TYPES
Skilled Services vs. Preceptor Services
There is now an expenditure type “Svcs, Skilled Other Preceptor” which should only be used for medical preceptors. However, it is easy to accidentally choose this expenditure type when intending to choose “Svcs, Skilled, Other”. Please be careful to choose the correct one.
WHAT IS EVA?
eVA is the Commonwealth of Virginia's electronic vendor registration and purchasing system that provides a standardized, transparent source of public procurement information. The University does not purchase goods and services directly through eVA, but is required to send purchase data to eVA. All transactions, including the University's, incur fees to support the maintenance of the system.
Closed Procurements
The following table lists the Name, RFP Number, Closing Date, and Awarded Status for Procurement Services RFPs from 2003-2019. RFP documents are linked from 2017-2019; for questions about any of the RFPs on this list please check Contracts or Contact Purchasing.
To view or respond to current Request for Proposals,
visit the University's Current Public Postings Page.
INVOICING
An invoice must reference the correct 7-digit Purchase Order Number to be paid.
This number must be clearly marked on the invoice, and on all related documentation and correspondence. Invoices without Purchase Order numbers received in Accounts Payable will be discarded without contacting the vendor and without payment.
All invoices for Purchase Orders must be emailed to vendor-invoices@virginia.edu.
The following general types of purchases are excluded from eVA. This means:
- These purchases will not be sent to eVA and no eVA fees will be charged to UVA or the vendor.
- These purchases will not be included in the base against which UVA’s restructuring metrics are measured.
Types of EVA-Excluded
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.
Supplier Training
Procurement Services provides bi-monthly vendor (supplier) training sessions in order to help suppliers understand the purchasing and accounts payable processes at the University.
This Supplier Training aims to give both seasoned suppliers and suppliers new to the University a better understanding of who buys for UVA, how they buy it, and how they pay for it.
There is no fee to attend, but advance registration is required. A session is being planned for Spring 2024!