Buying@W&M

How to purchase goods and services.

Welcome!

W&M Procurement Services is responsible for the sourcing, selection, procurement, and contracting of goods and services for the University, in accordance with laws and regulations. Procurement is here to provide help and instruction for any buying-related processes*, so feel free to reach out at any time. Please refer to the following steps and information to understand the procure-to-pay cycle.

*Construction procurement is managed by the Department of Facilities Planning, Construction, & Design.

Contents:
Steps and important information for buying
Get ready to buy

In order to make purchases, department buyers must first complete the prerequisite Fundamentals of Procurement training (either online or in person), and then depending on role complete training for the Small Purchase Credit Card (SPCC) and/or eVA, depending on which purchasing method(s) they’ll use. All training is available 24/7 in Cornerstone, and SPCC and eVA classroom trainings take place once a month - see more information and sign up on our Training page.

Step 1. Needs Analysis

Before making a purchase, the department will consider what goods or services are appropriate, and in what quantity? When and where must the delivery be done? How much is the estimated price? Usually, each department will consider these factors for its own needs, but it is also good to think holistically about how the purchase will benefit W&M as a whole. 

Check the following resources to find guidance on frequently purchased items and University contracts:

Find guidance on our forms page to determine which forms are required for specific situations:

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*If the purchase will involve IT-related goods and services, then the department will also need to consult IT in order to see if W&M already has any solutions, check system compatibility, etc. 

Step 2. Source Selection

In order to find a source for goods or services, departments should check if W&M has any established connections with a suitable supplier (if there are none, then see Step 3).  First, check the Procure-to-Pay Matrix, which provides instructions and preferred sources listed by the type of good/service.

Suppliers should be registered on eVA - the Commonwealth of Virginia's online procurement system. Check supplier registration here.

Eligible contracts may be found on the following sites:

Additionally, in order to promote supplier diversity, W&M encourages the use of Small, Woman-owned, and Minority-owned (SWaM) vendors whenever possible. Search for registered businesses on the Virginia SBSD’s SWaM directory

Step 3. Supplier Onboarding

Steps to onboard new suppliers can be found at the bottom of our eVA page, or on the Accounts Payable website.

An active vendor profile in Banner is required before a vendor can be paid through Accounts Payable. The Financial Operations Search Tool or Banner query can assist in determining if a vendor profile already exists.

When requesting to create a new vendor please use the Vendor Create Docusign Process. All W-9's and W-8's should be forwarded to Accounts Payable or Procurement Services using the DocuSign process (do not email the tax forms). The DocuSign tax forms links can be located on the Finance Forms & Instructions page.

*If the IT Review mentioned in Step 1 has not already taken place, then it must occur before Step 3 can be completed.

Step 4. Order Placement

Purchases under $5,000:

In most cases, the preferred purchasing method is the Small Purchase Credit Card (SPCC). For guidance on how to use the SPCC, make sure to complete all trainings and see the SPCC procedures guide.

Resources:

Purchases over $5,000 with an established contract:

These purchases are completed through eVA, the state of Virginia’s eProcurement System. For guidance on how to use eVA, make sure to complete all trainings and see the eVA User Manual.

Resources:

Purchases over $5,000 not under contract:

Purchases that do not fall under any established contracts must be handled by Procurement Services, who will seek competitive sources for the good/service. Departments should contact Procurement for a consultation and/or submit a requisition through eVA (see the eVA User Manual for instructions).

Special Purchase Categories – Independent Contractors, speakers, and performers have their own special order processes.

Step 5. Receipt of Goods/Services & Payment to Supplier

Upon receipt of the goods/services, the department must confirm that they received the proper goods/services and signal for the payment process to begin. For SPCC orders, buyers must do this by completing the SPCC reconciliation process. For all purchases through eVA or other avenues, departments must submit a Vendor Payment Request Form, vendor invoice, and all other required documentation to the Accounts Payable department.

Policies to Know

Contract Signature Authority

Only authorized university officers and agents may sign contracts on behalf of the university.  Contracts signed by unauthorized employees or agents are not valid and do not bind the university.  Individuals who are not authorized – who have not been granted a written delegation of authority to sign a contract – may be held personally responsible for contracts they sign.  Such individuals also may be subject to disciplinary action, up to and including termination, under applicable human resources policies.

In addition, individuals to whom authority has been delegated pursuant to this policy are expected to familiarize themselves with the additional requirements of applicable law or policy for the particular type of university contracts at issue.

Insurance Requirements

Contractors who will provide on-site services are required to provide a Certificate of Insurance naming the Commonwealth of Virginia and William & Mary as an additional insured. Contact Procurement Services or Risk Management with questions.

Gift Policy

Under state law, a university employee may not accept any gift, even of nominal value, that tends to influence an employee in the performance of their university job. It is prohibited to accept gifts from current or potential vendors. Gifts from other sources (colleagues, professional networks) may be permitted if the gift is valued at less than a specific dollar amount. Disclosure of the acceptance of non-vendor gifts to you as a university employee to the Conflict of Interest Committee is required under the Conflict of Interest Policy.

Tax

The William & Mary (W&M) and the Virginia Institute of Marine Science (VIMS), as public institutions of the Commonwealth of Virginia, qualify for the Virginia retail sales and use tax exemption on purchases of tangible personal property for the use or consumption by W&M and VIMS (with certain exceptions). Therefore, all purchases made on behalf of W&M or VIMS must be made using a Commonwealth of Virginia Sales and Use Tax Certificate of Exemption (Form ST-12), regardless of the method of payment or institutional funds used. It is the responsibility of the individual initiating the purchase to alert the vendor to our tax-exempt status at the time of purchase, otherwise sales tax may be charged and the vendor is not required to provide a refund after the sale has occurred.
Who’s who in Procurement Services?

See our staff directory to find which Procurement employee can help you with specific commodities and categories, or email procure@wm.edu for assistance.

Additional Instructions on Certain Types of Purchases

Gift Policy: Under state law, a university employee may not accept any gift, even of nominal value, that tends to influence an employee in the performance of their university job. It is prohibited to accept gifts from current or potential vendors. Gifts from other sources (colleagues, professional networks) may be permitted if the gift is valued at less than a specific dollar amount. Disclosure of the acceptance of non-vendor gifts to you as a university employee to the Conflict of Interest Committee is required under the Conflict of Interest Policy. http://forms.wm.edu/40528