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Purchasing

Purchasing is responsible for the buying of all goods (including equipment) and professional and non-professional services for the College.

Purchasing is committed to assisting you. The Forms section contains important documents you may need. Information on the Department of Minority Business Enterprise’s SWaM program and the Small Purchase Charge Card program are also available. Check our Web pages frequently for updates, training schedules and interactive training tools.

Purchasing Staff Directory

Central Office:

​NameTitle​Phone​​Email

Edward Mellon​

​Director of Materiel Management

​703.323.3083

​emellon@nvcc.edu

Mikyong Rodgers​

Associate Director

703.323.3827

mrodgers@nvcc.edu

​Yvonne Tharp

​Procurement Manager I

​703.323.3305

ytharp@nvcc.edu

​​Hind Zegoud

​Procurement Information Technology Specialist II

​703.425.5249

hzegoud@nvcc.edu

​Samira Mkaimel

​Buyer Specialist, Sr.

​703.323.3135

smkaimel@nvcc.edu

​Merlin Espinal

​Property Control Manager

​703.425.5689

mespinal@nvcc.edu

Kenneth Kapko

​Sr. Buyer Specialist

703.425.5297

kkapko@nvcc.edu

​Herminia William-Smith

​​Buyer Specialist, Sr.

​703.425.5301

hwilliamssmith@nvcc.edu

​Ingrid Mendez

​Admin Assistant III

703.323.3019

imendez@nvcc.edu


Campus Buyers:

NameTitlePhoneEmail

​Tatiana Ayres-Beezer

​Buyer Specialist, Sr.

​703.933.8322

​tayres@nvcc.edu

Carol Hall​

Buyer Specialist, Sr.​

703.878.4601​

chall@nvcc.edu ​

​Pixie Calderwood

​​Buyer Specialist, Sr.

​703.948.7671

pcalderwood@nvcc.edu

AIS-eVA Integration

NOVA has implemented the conversion from paper requisitions (Form 105-25) to electronic requisitions in eVA, the Virginia electronic procurement system. Mandated by the governor and supported by VCCS, electronic procurement and the eVA-AIS integration have led to major improvements in NOVA’s procurement process. These include:

  • Improved budget control
  • Greater efficiency in process
  • Faster approval process
  • Easier determination of status
  • Faster access to historical information
  • Reduction of manual errors

See your campus business managers for questions regarding the eVA-AIS integration project and electronic requisitions. For procurement related questions, contact your campus purchasing liaison.

Please see our Forms section for both the eVA Acceptable Use Acknowledgment Agreement and the IT Account Access Forms and Policies.

Purchasing Process

NOVA expects its faculty and staff to make responsible purchasing decisions in the interest of the college. Most buying decisions under $5,000 are made by faculty and staff. NOVA employees have the freedom to make purchasing decisions, but these decisions are regulated by a set of guidelines. For example, all purchases under $5,000 must:

  • Come from a DMBE/SWaM-certified small business
  • Be accompanied by a quotation
  • Originate from an eVA-registered vendor

Purchase Requisitions vs. Check Requests

When buying goods or services, you must create a purchase requisition using the eVA system. Check requests are to be used only for reimbursement and must be approved by the Purchasing Director, Ed Mellon. Examples of acceptable requests for reimbursement include petty cash, conference registrations and membership dues.

Object Codes (aka Account Codes)

Effective immediately, all NOVA faculty and staff are required to use these Reportable Object Codes  when submitting purchase requisitions in eVA. This policy is part of an initiative to raise the College’s SWaM participation; discretionary funds are based on these Reportable Object Codes. Requisitions that do not use these codes will be changed in the approval process. This will result in a processing delay of your orders. 

DMBE/SWaM

Virginia’s Department of Minority Business Enterprises (DMBE) is the state agency dedicated to increasing participation of small, women- and minority-owned businesses in the state’s procurement opportunities. DMBE is responsible for the administration of the Small, Women and Minority-Owned (SWaM) Procurement Initiative.

NOVA’s own SWaM program supports DMBE’s initiative. Our SWaM program includes:

  • Submission of the annual SWaM Plan
  • Monitoring and reporting NOVA’s weekly SWaM spend with eVA vendors
  • Evaluating the progress of meeting the college’s SWaM goals
  • Planning and participating in diversity outreach events and workshops
  • Encouraging vendor registration in the DMBE/SWaM program
  • Providing training on SWaM policies and procedures for college faculty and staff

All transactions under $5,000 are to be purchased from DMBE/SWaM-certified small business vendors.

Effective immediately, all NOVA faculty and staff are required to use these Reportable Object Codes when submitting purchase requisitions in eVA. This policy is part of an initiative to raise the College’s SWaM participation; discretionary funds are based on these Reportable Object Codes. Requisitions that do not use these codes will be changed in the approval process. This will result in a processing delay of your orders.

DMBE SWaM (Department of Minority Business Enterprise/Small, Women & Minority Owned) Search Engines

Small Purchase Charge Card

NOVA’s Small Purchase Charge Card program seeks to reduce the volume of accounts payable transactions by providing an alternative payment method when making purchases under $5,000. This improves administrative efficiency by consolidating multiple vendor payments and reducing associated costs.

To obtain a card, please see the Small Purchase Charge Card section under Forms for instructions and the required documentation.

Program Manager:
Ken Kapko
Phone: 703.425.5297

Alternative Program Administrator:
Samira Mkaimel
Phone: 703.323.3135

2014 - 2015  Small Purchase Charge Card (SPCC) Closing Dates:

Month

Starting Date

Closing Date

Reconciliation/Approval Due Date
(Before Noon)/Monthly Log Due Date

July

14 Jun

15 Jul

7/30/2014

August

16 Jul

15 Aug

8/29/2014

September

16 Aug

15 Sep

9/29/2014

October

16 Sep

15 Oct

10/29/2014

November

16 Oct

14 Nov

11/25/2014

December

15 Nov

15 Dec

12/22/2014

January

16 Dec

15 Jan

1/29/2015

February

16 Jan

13 Feb

2/27/2015

March

14 Feb

13 Mar

3/30/2015

April

14 Mar

15 Apr

4/30/2015

May

16 Apr   

15 May

5/29/2015

June

16 May

15 Jun

6/22/2015*

July

16 Jun

15 Jul

7/30/2015

August

16 Jul

14 Aug

8/28/2015

September

15 Aug

15 Sep

9/30/2015

October

16 Sep

15 Oct

10/30/2015

November

16 Oct

13 Nov

11/30/2015

December

14 Nov

15 Dec

12/22/2015

January

16 Dec

15 Jan

1/29/2016

* DUE TO FISCAL YEAR END

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