Record of Interdepartmental Property Movement or Transfer Document

Description:

Tracking form for transfers of equipment or property to another department.

Owner: Materiel Management & Purchasing


Surplus Property Report or Trade-In Document

Description:

Form to surplus or trade in equipment.

Owner: Materiel Management & Purchasing


Ad Hoc Vendor Worksheet Document

Description:

Company information collection for Ad Hoc Vendor additions.

Owner: Materiel Management & Purchasing


Emergency Procurement Justification Document

Description:

Take immediate action if required to protect personal safety or property. Other emergencies, seek competition to the extent practicable. Requires written determination signed in advance by the Vice President for Administration and Finance.

Owner: Materiel Management & Purchasing


Used Equipment Form Document

Description:

Previously owned and used, offered for sale "where is, as is," does not include demonstration or factory rebuilt items marketed through distribution outlets, may be negotiated for up to the purchaser's delegated authority. Competition not required.

Owner: Materiel Management & Purchasing


Sole Source Procurement Approval Request Form - Non-Technology Document

Description:

All requests for sole source purchases must meet the criteria established under the Virginia Public Procurement Act, § 2.2-4303(E).  The agency head or designee, must sign the Sole Source Procurement Approval Request forms.  This form is for non-technology related requests.

Owner: Materiel Management & Purchasing


Sole Source Procurement Approval Request Form - Technology (pdf) Document

Description:

All requests for sole source purchases must meet the criteria established under the Virginia Public Procurement Act, § 2.2-4303(E).  The agency head or designee, must sign the Sole Source Procurement Approval Request forms. This form is to apply to technology requests.

Owner: Materiel Management & Purchasing


Procurement Memorandum Document

Description:

This memorandum must be filled out by the purchasing agency and addresses in a direct and concise manner the following four points (by number and in order):

  1. Why this is the only product or service that can meet the need.
  2. Why this vendor is the only practicable available source.
  3. Explain why the price is considered reasonable.
  4. Describe the efforts that were made to get the best possible price for the taxpayers.

Owner: Materiel Management & Purchasing


Sole Source Procurement Instructions Document

Description:

Gathers information related to a sole source eVA purchase.

Filled in conjunction with Sole Source Memorandum

Owner: Materiel Management & Purchasing


Procurement Complaint Form Document

Description:

Registering complaints about an eVA vendor.

Owner: Materiel Management & Purchasing


Automobile Loss Notice Document

Description:

If you had an accident in a University vehicle or rental car, while on University business, please fill out this form and see the Risk Management FAQ page.

Owner: Materiel Management & Purchasing


Bank Of America VISA Cover Sheet Document

Description:

Verification that goods and services purchased are in compliance with state regulations and which accounts the balance should be paid out of.

Owner: Materiel Management & Purchasing


Download the VISA Log Sheet (excel) Document

Description:

VISA Log Sheet (excel) Enter credit card purchases.

Owner: Materiel Management & Purchasing


Checklist for Supervisors Who Approve VISA Logs Document

Description:

Items for supervisors to go over as they approve BOA VISA purchases

Owner: Materiel Management & Purchasing


eVA Account Forms - Request for eVA User Profile Form Document

Description:

Requests a new account for eVA.

Owner: Materiel Management & Purchasing


eVA Account Forms - Acceptable Use Acknowledgement Form Document

Description:

Listing of acceptable uses for eVA and acknowledgement form.

Owner: Materiel Management & Purchasing


eVA Account Forms - COV Nondisclosure Form Document

Description:

eVA, the Commonwealth of Virginia’s electronic procurement solution, was procured pursuant to a contract that requires the Commonwealth to protect certain information as confidential and proprietary property of American Management Systems, Inc. (AMS). Therefore, the Commonwealth must be assured that all parties to which it provides access to AMS confidential and proprietary information acknowledge their responsibility to undertake its protection on behalf of the Commonwealth.

Owner: Materiel Management & Purchasing


eVA Account Forms - Budget Authorization Form Document

Description:

Budget Code & eVA Approval Paths

Owner: Materiel Management & Purchasing


VISA Forms - VISA Purchasing Card Statement Cover Sheet Document

Description:

Coversheet form for your VISA card statement.

Owner: Materiel Management & Purchasing


VISA Forms - VISA State Purchasing Card Program Application Document

Description:

Commonwealth of Virginia Corporate Purchasing Card Request

Owner: Materiel Management & Purchasing


VISA Forms - VISA State Purchasing Card Program Employee Agreement Form Document

Description:

Acknowledging receipt of a Bank of America VISA Corporate Purchasing Card. As a Cardholder, you agree to comply with the listed terms and conditions regarding use of the Card.

Owner: Materiel Management & Purchasing


VISA Forms - VISA Request for Change in Spending Limits Document

Description:

Request form to change spending limit on Bank of America VISA card.

Owner: Materiel Management & Purchasing


VISA Forms - VISA Request for Change in Single Transaction Limit Document

Description:

Request form to increase single transaction limit on BOA VISA.

Owner: Materiel Management & Purchasing


VISA Forms - VISA Monthly Checklist Document

Description:

Checklist for cardholder employees who prepare BOA VISA statement

Owner: Materiel Management & Purchasing


Risk Management Forms - Automobile Loss Notice Document

Description:

Form used when damage occurs to a state-owned or rented vehicle on state business.

Owner: Materiel Management & Purchasing


Incident Report Document

Description:

Complete this form to report any non-auto related incident resulting in potential bodily injury, property damage and/or loss or theft of State or University property.

Owner: Materiel Management & Purchasing


Risk Management Forms - Learning Letter Document

Description:

The purpose of this Letter of Understanding is to set forth the provisions under which students of Longwood University (LU) will perform an experiential learning project...

Owner: Materiel Management & Purchasing


Risk Management Forms - Sponsored Activities Document

Description:

The purpose of this memorandum is to inform participants of certain risks and responsibilities that they will be assuming as a participant in a program.

Owner: Materiel Management & Purchasing


Risk Management Forms - Voluntary Work Document

Description:

The purpose of this memorandum is to explain certain procedures and the scope of volunteer work.

Owner: Materiel Management & Purchasing


Risk Management - Quotation Request Form Document

Description:

Insurance quote request form for participants in an activity.

Owner: Materiel Management & Purchasing


Risk Management Forms - Property on Loan to Longwood University Document

Description:

Terms governing the acceptance of loaned property to Longwood University.

Owner: Materiel Management & Purchasing


Risk Management Forms - Activity Program Insurance Request (Summer) Document

Description:

Summer activity program insurance request for coverage.

Owner: Materiel Management & Purchasing


Risk Management Form - Acknowledge of Risk and Release - Standard Document

Description:

Acknowledgement of risk and release form for activity participants.

Owner: Materiel Management & Purchasing


Risk Management Forms - Acknowledge of Risk and Release - Longwood Employee Document

Description:

Acknowledgement of Risk and Release form for Longwood Employee in a program.

Owner: Materiel Management & Purchasing


Risk Management Forms - Health Statement Document

Description:

Participant's statement of all physical conditions that University program staff should know which may affect or be affected in a program.

Owner: Materiel Management & Purchasing


Risk Management Forms - Completed Activity Report Document

Description:

Form to acknowledge the completion of a program and a statement about any incidents that may have occurred.

Owner: Materiel Management & Purchasing


SWAM Forms - SWAM-Owned Business Quarterly Utilization Report Forms A and B Document

Description:

Form tracks the amount spent with SWAM vendors.

Owner: Materiel Management & Purchasing


SWAM Forms - Telephone Record for Bid Solicitation Document

Description:

Telephone Record for Bid Solicitation

Owner: Materiel Management & Purchasing


Sole Source Forms - Sole Source Document Document

Description:

Statement that desired item is available from only one source.

Owner: Materiel Management & Purchasing


Sole Source Forms - Sole Source Procurement Instructions Document

Description:

Explanation of why this product is only available from one source.

Owner: Materiel Management & Purchasing


Sole Source Forms - Procurement Approval Request Non-Technology Goods & Services Document

Description:

Request for approval for a sole source procurement for Non-Technology purchases.

Owner: Materiel Management & Purchasing


Sole Source Forms - Approval Request Technology Goods and Services Document

Description:

Sole source request for procurement of Technology related goods and services.

Owner: Materiel Management & Purchasing


Other - Checklist for Reviewing Payment Request Forms (PRF) Document

Description:

Checklist for Reviewing Payment Request Forms (PRF)

Owner: Materiel Management & Purchasing


VISA Forms - Checklist for Reviewing VISA Logs Document

Description:

Checklist for Reviewing VISA Logs

Owner: Materiel Management & Purchasing


Other - Snack Machine Refund Slip Document

Description:

Snack Machine Refund Form

Owner: Materiel Management & Purchasing


Forms / Resources

Forms and Resources

New eVA Account Forms 

VISA Forms

Risk Management Forms

SWaM Forms

  • SWAM-Owned Business Quarterly Utilization Report Forms A and B(pdf)
  • Telephone Record for Bid Solicitation (pdf)

Sole Source Forms

Emergency Procurement Form

Used Equipment Form

Procurement Complaint Form

Surplus Form

Other Forms

Frequently Asked Questions and Online Resources

Bank of America Transaction Log Document

Description:

Transaction log for online reconciliation process. All transactions are to be recorded on the form and kept with the cardholder's files for auditing purposes. This form does not need to be uploaded to BOA Works, or turned into Accounts Payable.

Owner: Materiel Management & Purchasing