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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:

Name Title Phone Email

Yvonne Tharp

Contract Manager

703.323.3305

ytharp@nvcc.edu

Carol Lee

Procurement Manager

703.425.5236

chall@nvcc.edu

Quyen Le

SPCC Program Manager

703.323.3370

qnle@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 and the eVA Acceptable Use Acknowledgment Agreement.

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.

PCard Administrator:
Quyen Le
Phone: 703.323.3370

Alternative Program Administrator:
Karin Templin
ktemplin@nvcc.edu
Phone: 703.293.8145

2019 Small Purchase Charge Card (SPCC) Closing Dates:

Month Starting Date Closing Date Reconciliation/Approval Due Date
(Before Noon)/Monthly Log Due Date

January

15 Dec

15 Jan

Tuesday, January 29, 2019

February

16 Jan

15 Feb

Tuesday, February 26, 2019

March

16 Feb

15 Mar

Wednesday, March 27, 2019

April

16 Mar

15 Apr

Friday, April 26, 2019

May

16 Apr   

15 May

Wednesday, May 29, 2019

June

16 May

14 Jun

Wednesday, June 17, 2019 *

July

15 Jun

15 Jul

Monday, July 29, 2019

August

16 Jul

15 Aug

Wednesday, August 28, 2019

September

16 Aug

13 Sep

Friday, September 27, 2019

October

14 Sep

15 Oct

Monday, October 28, 2019

November

16 Oct

15 Nov

Friday, November 22, 2019 *

December

16 Nov

13 Dec

Thursday, December 19, 2019 *

* AT 4PM

Training
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