The following general types of purchases are excluded from eVA starting in FY 2014. These purchases will not be entered into eVA and no eVA fees will be charged.
1. Accreditation fees and academic testing services
2. Government-to-government purchases, other than purchases from mandatory sources
3. Public utilities (electric, natural gas, water, sewer)
4. Travel for individual travelers (if not using the Travel Agency)
A completed Travel Request (form 105-002) is required. Reimbursement for travel must be requested on a Travel Expense Reimbursement Voucher. Check Requests (form 105-111) are not acceptable.
5. Professional organizational dues, conference registrations and training classes offered and paid directly to that specific organization sponsoring the training
ALL other purchases (including all items that were previously considered to be exclusions) MUST be processed through eVA.
Note: The annual eVA exclusion list is produced by the Purchasing Department.
Check Requests: Check Requests (form 105-111) can ONLY be used for approved eVA exclusions (see above listing). Check requests that are submitted to the Office of the Controller for items other than the five categories above will be returned, unprocessed, to the initiator.
Government-to-government purchases: Both entities must be local, state or federal government entities. The Barnes & Noble bookstores are not government entities. Local Rotary Clubs and Chambers of Commerce are not government entities.
Travel for individual travelers: Reimbursement for travel expenses must be requested using a Travel Expense Reimbursement Form. Do not use a Check Request (form 105-111). Travel involving an overnight stay or more than 100 miles in distance must be approved in advance using a Travel Request (form 105-002).
Honoraria: The Request for Payment for Guest Speakers (form 105-133) has been eliminated. Honoraria and payments for guest speakers are no longer an eVA exclusion. Honoraria payments or payments for guest speakers must be processed through the eVA procurement system. General ledger account code 61268 should be used for all honoraria and guest speaker payments. An invoice must be sent by the vendor or individual to Accounts Payable in order to receive payment. The invoice must indicate the approved purchase order number. The approved purchase order must be received in eVA before Accounts Payable can process the invoice for payment. DO NOT request payment for a NOVA employee through eVA. Payments to NOVA employees must be requested using a Special Assignment Request for NOVA Employees form (form 105-139).
Entertainment: Entertainment is no longer an eVA exclusion. Payments to artistic or musical performers must be processed through the eVA procurement system. General ledger account code 61268 should be used for all artistic performance payments. The Musical/Artistic Performance form (form 105-153) must be attached to the eVA requisition. Please note that the Musical/Artistic Performance form must be approved by the Vice President of Finance. Please allow ample time for this approval process. An invoice must be sent by the vendor or individual to Accounts Payable in order to receive payment. The invoice must indicate the approved purchase order number. The approved purchase order must be received in eVA before Accounts Payable can process the invoice for payment. Partial payments prior to the date of the event are allowed. If a down payment (partial payment) is necessary, indicate the terms of payment in the Comments section of the eVA requisition. For example, the eVA Comments section could read “Performer requires payment of 50 percent of the total of $2,000 45 days prior to the performance date of September 5. Remaining 50 percent, or $1,000, to be paid after the conclusion of the performance.” Separate invoices should be sent by the vendor or individual to Accounts Payable to process the down payment and the final payment. Invoices must reference the approved eVA purchase order number.
Special Assignment Request for NOVA Employees: Special assignment requests for NOVA employees should be requested using a Special Assignment Request for NOVA Employees form (form 105-139). Completed and approved 105-139 forms should be sent to:
Fairfax 2 / Pender 2
Attn: Compensation Services
Do not send approved 105-139 forms to the Office of the Controller; this will result in delayed payment.
Receiving Reports: Invoices cannot be processed by the Accounts Payable group until the goods and/or services have been marked as “received” in the eVA procurement system. For most goods, the Campus Storekeeper will “automatically” receive the goods in eVA once they arrive at the Campus. It is the purchase requisitioner’s responsibility to ensure that the goods and/or services are received in eVA by contacting the Campus Storekeeper to perform the receiving task in eVA, if necessary. If an invoice is received by the Accounts Payable group, and the purchase order is not marked as “received” in eVA, Accounts Payable will send the purchase requisitioner an email requesting that the receiving be completed in eVA so that the invoice can be processed for payment. Specific instructions and contact information for the Campus Storekeepers will be included in the email.
Invoices: All vendors should send their invoices to:
Northern Virginia Community College
Office of the Controller
3924 Pender Drive
Fairfax, VA 22030-0971
Attn: Accounts Payable
All invoices MUST HAVE a valid purchase order number. Invoices are not considered to be “received” for purposes of the Prompt Payment Act until they have been received by the Office of the Controller at the Pender Drive address.
Contact Information: The Accounts Payable group can be reached at AskAP@nvcc.edu.
This is a general email box for the Accounts Payable group. If there are questions on whether or not an invoice has been paid, or an invoice has been received, please direct those inquiries to the email box. If there are inquiries on travel expense reimbursement vouchers, please direct the inquiry to the AskAP@nvcc.edu email box. You will receive a response from the email box within two business days.
Phone calls should be directed to 703-323-3125 (2-3125). Our intercampus mailing address is:
Office of the Controller
Fairfax 3 / Pender 2
Attn: Accounts Payable