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Instructions for Completing VISA Log Sheet Date
– The transaction date of your purchase
Vendor –
Vendor’s complete name
Description –
Include a brief description of the item you purchased
Banner Account Code –
Use the
specific four digit code (codes ending in ‘0’ are not acceptable)
Price –
Total price of item
Order Placed in eVA?
Indicate whether or not the order was placed in
eVA (‘Yes’ or ‘No’)
eVA Reference Number –
Provide the Purchasing Card Order (PCO#) or the
Direct Order (DO#)
Picked Up Order –
Over the counter charge card purchases that are made at
the site of the sale and picked up by the individual cardholder.
(‘Yes’ or ‘No’)
eVA Exclusion Number –
If the order was NOT placed in eVA, you must
reference an exclusion number (#1- #28) Mandatory Contract Release Obtained – Indicate whether or not (‘Yes’ or ‘No’) a release was obtained from the Materiel Management office if you make a purchase that does not utilize a mandatory state contract, when one is available. Mandatory sources include, but are not limited to, Virginia Industries for the Blind (for the purchase of writing instruments), Virginia Correctional Enterprises (for the purchase of furniture, binders, name plates, embroidery, etc) and Office of Graphic Communications (for printing of posters, brochures, and other printing requirements that cannot be fulfilled by our in-house Printing Services).
DMBE-Certified SWaM Business Codes
– If you purchased from a certified SWaM vendor,
indicate ‘yes’. If not, you must
select a code, as listed below and on the log sheet, to justify why you did
not use a SWaM vendor.
SWaM Price Not Fair & Reasonable (PNR)
– A fair and reasonable price includes making sure the price is consistent with
prices you have previously paid from other vendors for the same or similar item.
The general rule in determining a fair and reasonable price is 10%
difference in price from a SWaM vendor versus a non-SWaM.
SWaM Vendor Not Available (VNA)
- This option must be selected when you go to DMBE’s website to search for a
SWaM vendor and the search comes back indicating that no records were found.
You MUST print this screen to use as your justification for not
soliciting a SWaM vendor. Exempt From SWaM Set-Aside
(ESS) - The set-aside
requirements are not applicable if the procurement is
exempt from competitive requirements referenced in APSPM
section 1.5 b, c, d and e. All eVA exclusions are exempt EXCEPT exclusion #17
(over-the-counter purchases).
Exemptions also include the use of mandatory sources
such as VIB, VCE, VDC, etc., as well as existing mandatory contracts, optional
use contracts, or Longwood contracts.
Sole Source (SS) – Use this
option when a product or service is available from only one source; shall
be approved by Materiel Management.
Emergency Procurement (EP)
– Use this option when a situation arises which creates a threat to public
health, welfare, safety, and/or property; shall be approved by Materiel
Management.
Insurance-Vendor Certified They Have Proper Insurance
- You must verify with a contractor (for services only) that they have liability
insurance. This must be verified
before the contractor begins working. Verbal verification is sufficient. |
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