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Things You Should Know Before Using
Your VISA Purchasing Card
- Your
first priority when making a purchase, is to check if
the goods or services you need are available from a mandatory
contract/source or is on a state or Longwood contract.
If it is, but you want to purchase it from another vendor, then you
must first obtain a release from the mandatory contract by contacting the
Materiel Management Office. If
granted, you must keep a copy of this release on file with your monthly VISA
log for auditing purposes.
-
If there is not a mandatory source or
contract available, then you must search for a DMBE-certified small business
by going to the Department of Minority Business Enterprise’s (DMBE) website
at
http://www.dmbe.virginia.gov.
Searches may be done by using the NIGP code or description.
-
If your search comes back as ‘no records found’ then
you must print this screen to use as your justification for not soliciting a
SWaM vendor.
-
You must then go to the eVA website,
http://www.eva.virginia.gov, to
check if the vendor is eVA registered.
If the vendor is not a member of eVA, you will have to ad-hoc the
vendor in your eVA requisition (this does not apply to over the counter
purchases.) You must process the order as an ‘R02’ and your budget will be
charged the 2% transaction fee.
-
If the vendor is contracted to perform services on state property, then
you must verify that they have liability insurance
before the work begins.
-
If your selected vendor accepts credit cards, you must use your VISA card
to pay for your purchase (up to $5,000).
If the vendor does not
accept credit cards, they will bill you according to the University’s net 30
payment terms.
-
Make sure the vendor does not charge you sales tax.
All purchases are tax-exempt
except purchases for prepared foods (meals, catering), and lodging.
-
Retain all documents (sales receipts, packing slips, etc) relevant to your
purchase. Keep copies of these
documents in your file. The signature
on the sales receipt or packing slip serves as your receiving documentation.
-
Your VISA packet, with all original documentation, must be received by
Accounts Payable no later than the 7th of each month following
the statement date. Keep copies of
everything you send so you have back-up documentation on file for auditing
purposes.
NOTE: Each transaction, as it occurs, must be recorded on the VISA
Card Purchasing Log. Click here
to download an
Adobe Acrobat file containing the VISA Card Purchasing Log which is an
example of the log that must be used.
Click here for
instructions on completing the purchasing log.
The VISA card statements are audited by Materiel Management each
month. Cardholders will be sent a written (email) notification of any
infractions found in the monthly statements. These infractions will
include, but are not limited to such items as tax charged, not using proper
forms, not having proper signatures, purchases made without obtaining a release
from mandatory state contracts, not soliciting SWaM vendors, etc. If these
infractions are not corrected and are found in the next months audit, your card
may be suspended for up to 30 days. Continued infractions may result in
permanent revocation of your card.
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