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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

Assistant SPCC Program & Receiving Administrator:
Karin Templin
ktemplin@nvcc.edu
Phone: 703.293.8145

2020 Small Purchase Charge Card (SPCC) Closing Dates:

All transactions in AIS and Bank of America must be reconciled and approved by the cardholder’s supervisor no later than the reconciliation due dates listed below. Reconciliation reports must be submitted to PCardLogs@nvcc.edu by this timeline.

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

December

Nov 16

Dec 13

12/19/2019

January

Dec 14

Jan 15

1/24/2020

February

Jan 16

Feb 14

2/24/2020

March

Feb 15

Mar 13

3/26/2020

April

Mar 14

Apr 15

4/24/2020

May

Apr 16

May 15

5/26/2020

June

May 16

June 15

TBD*

July

Jun 16

Jul 15

7/24/2020

August

Jul 16

Aug 14

8/25/2020

September

Aug 15

Sep 15

9/24/2020

October

Sep 16

Oct 15

10/26/2020

November

Oct 16

Nov 13

 11/19/2020

December

Nov 14

Dec 15

12/21/2020

* Reconciliation Due Date for June will be announced at a later time.
For assistance, please contact PCardAdmin@nvcc.edu or 703-323-2163.

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