Forms & Documents
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):
- Why this is the only product or service that can meet the need.
- Why this vendor is the only practicable available source.
- Explain why the price is considered reasonable.
- 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
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 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
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 Vendor Solicitation Document
Description:
Telephone Record for Vendor Solicitation for purchases under the purchasing threshold.
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
Forms / Resources
Forms and Resources
New eVA Account Forms
- Request Form for eVA User Profile (pdf)
- eVA Acceptable Use Acknowledgement form (PDF)
- COV Nondisclosure Form (pdf)
- Budget Authorization Form (pdf)
VISA Forms
- Training Manual for New Online Reconciliation System (pdf)
- BOA Global Card Access User Guide (pdf)
- Instructions for Linking BOA Works Profiles (pdf)
- State SPCC Visa Application
- Local Visa Card Application
- State Visa Employee Agreement
- Local Visa Employee Agreement
- VISA Request for Change in Spending Limits (pdf)
- VISA Request for Change in Single Transaction Limit (pdf)
Risk Management Forms
- Automobile Loss Notice (pdf)
- Incident Report (pdf)
- Learning Letter(pdf)
- Sponsored Activities Release (pdf)
- Voluntary Work (pdf)
- Quotation Request Form (pdf)
- Property on Loan to Longwood University (pdf)
- Activity Program Insurance Request (Summer) (pdf)
- Acknowledge of Risk and Release - standard (pdf)
- Acknowledge of Risk and Release - Longwood employee (pdf)
- Health Statement (pdf)
- Completed Activity Report (pdf)
SWaM Forms
- SWAM-Owned Business Quarterly Utilization Report Forms A and B(pdf)
- Telephone Record for Bid Solicitation (pdf)
Sole Source Forms
- Sole Source Memorandum (pdf)
- Sole Source Instructions (pdf)
- Sole Source Procurement Approval Request Form - Non-Technology (pdf)
- Sole Source Procurement Approval Request Form - Technology (pdf)
Emergency Procurement Form
Used Equipment Form
Procurement Complaint Form
Surplus Form
Other Forms
- Checklist for Reviewing Payment Request Forms (PRF)(pdf)
- Record of Interdepartmental Property Movement or Transfer (pdf)
Frequently Asked Questions and Online Resources
- Frequently Asked Questions
- Agency Procurement and Surplus Property Manual (APSPM)
- Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education (pdf)
- Commonwealth of Virginia Construction and Professional Services Manual (pdf)
- Department of Small Business & Supplier Diversity (DSBSD)- Formerly DMBE
- Federal Express (FedEx) Tracking
- National Institute of Governmental Purchasing (NIGP) Commodity Codes
- United Parcel Service (UPS) Tracking
- Virginia Association of State College & University Purchasing Professionals (VASCUPP)
- Virginia Correctional Enterprises (VCE)
- Virginia E-Procurement (eVA)
- BOA Global Card Access
- Virginia Higher Education Procurement Consortium (VHEPC)
Local Visa Application Document
Description:
Application for a Local Fund Visa card through Bank of America
Owner: Materiel Management & Purchasing
Bank of America Global Card Access
Global Card Access is a Bank of America website that allows cardholders to view their PIN, download billing statements, and setup customized alerts for their SPCC and Local Fund credit cards.
To access the site, click here.
A quick guide for the system is available from Bank of America: BOA Global Card Access User Guide.
Linking BOA Works Profiles
For users with 2 or more profiles in Bank of America Works, the system now provides the options to link the accounts together to allow users to switch between accounts without logging out.
Step-by-step instructions to link BOA Works accounts are available here: Instructions for Linking BOA Works Profiles.
Incident Report Form (student) 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