May 2023 Update

Procurement Services and

Training Sessions

Registration for upcoming year-end planning sessions is located on the Procurement Services Training page. The next sessions are scheduled for May 17 and June 7.

Year-End Purchasing

Prepayments:

All eVA Requisitions for prepayments must be submitted and approved by May 26.
All purchase orders and invoices for prepayments must be submitted to invoice@odu.edu by June 2.

Non-Prepayment Transactions:

Prior to submitting eVA requisitions, it is the Requester's responsibility to confirm with the vendor that: All goods/services will be delivered by June 30 and Vendor will submit invoice to invoice@odu.edu by June 16.
The Requester must include the following provision in the Header Comment Field in the eVA Requisition: All goods/services specified in this purchase order must be delivered/completed by June 30, 2023. Additionally, Vendor agrees to submit a proper invoice for the specified goods/services to invoice@odu.edu by June 16, 2023.

PCard Reminders:

Commonwealth Annual Training: Annual Pcard training emails distributed May 12. Completion is due by May 31 so the University can meet the Commonwealth training reporting requirements.
Ensure all FY23 transactions are posted by June 15.
July 5: Sign-off due

Purchase Order Reminders:

Departments are reminded to confirm purchase order receipt by vendors. If goods/services have been received, ensure the eReceiver has been completed within three (3) business days.

Change Order Reminders:

Include comments in the Comment section of the Header page regarding the reason for the change, the line item(s) that was changed, and the amount of the change.
If an increase is needed to a purchase order created in Legacy eVA, complete a new PO for the additional amount.
If a decrease is needed to a purchase order issued in Legacy eVA, submit a liquidation request form to procurement@odu.edu. If encumbrance needs to be reduced, ensure eReceivers have been completed for all items received.
If a change order is needed to a Purchase Order created in new eVA, locate the Purchase Order and select “Change Order”, make the change and note in the Header comments field; the line item that was change, the amount of the change and a very brief description of the change.

Purchase Order Liquidations:

Purchase Orders with an open encumbrance created prior to July 1, 2021, will be liquidated. (Except for Capital/ETF).

University Travel:

All FY23 travel expense reports must be submitted upon travel completion and no later than July 6. As the year-end is quickly approaching, submit the expense reports upon return from the trip to avoid the rush.

Please contact procurement@odu.edu with any questions.