VCCS Shared Services Center Travel & Expense and P2P

VCCS Shared Services Center Travel & Expense and P2P
SWCC Faculty & Staff Additional Training March 15, 2018

Chrome River Travel and Expense Travel and Expense Overview Logging In
Navigation Bar Delegates Travel Pre-Approval Travel Expense

Chrome River Travel and Expense Overview

Chrome River Logging In

Chrome River Navigation Bar
Tap the MENU button at the far left to navigate among the different Chrome River modules and go directly to the desired function in each. A menu will slide in from the left. If you have items that need approval, these will appear at the top. Below them you can access your expenses, and the Inquiry Reports feature.

Chrome River Delegates
Chrome River offers two types of delegation to allow users to create and approve expense reports for each other. Delegate: Create expense reports for another user and access his or her Settings menu, Home screen and Inquiry Reports. You will receive copies of any notifications regarding rejection or adjustment of reports created for the user. However, you will not be able to approve expenses that are routed to the user. Approval Delegate: Temporarily approve expenses and pre-approvals for another user— for example, when he or she is on vacation—via . You will not be able to access the user’s Approval screen.

Chrome River Delegates

Chrome River Travel Pre-Approval Create a Pre-Approval
Track Pre-Approval Recall Pre-Approval Returned Pre-Approval Approve Pre-Approvals Return Pre-Approvals

From the Dashboard, tap the +NEW button in the upper right corner and select NEW PRE-APPROVAL REPORT from the drop-down menu. Fill in remaining fields. Report Name: Will always be required. Start/End Dates: 1st travel day to last travel day. Number of Days: Automatically calculated by Start and End dates. Pay Me In: The currency in which you wish to be paid. Default USD. Business Purpose: The business-related reason for the expenditure. Event City: The town/city of the hotel you will be staying at. State: The State where the event is located. Country: USA. Is This a VCCS Event?: Yes/No. Optional but useful. If for convention or conference, give full event title: Event title. Optional but useful. Department: You may search the list by typing in the first four digits of the department code. You may also divide the request among multiple allocations by clicking ADD DEPARTMENT.

Once you have filled out the basic header information, you will be able to add potential expenses. You may even create multiple line items of the same expense type, such as two airfare line items or five taxi line items.

Tap the + Button to add your first expense. The Add Pre-Approval Types screen will slide in from the right. It offers you several types of expenses.

Tapping on an expense-type tile (Hotel) takes you to the Add Expense screen for that type. Enter the required expense- type information, room rate, # nights. Select calculate hyperlink to verify estimated room rate is within in State guidelines.

Enter start/end dates, location, rooms, and tap SAVE.

Notice the allowable room rate is now populated. Enter room taxes and notice estimated amount updates. Select paid by company or traveler, and select SAVE at top right of form.

Notice your hotel entry amount on the left panel. Tapping on another expense-type tile (Meals) expands the selection. Tap on Meals Per Diem Wizard, that takes you to the Add Expense screen for that type.

Enter start/end dates, description, and location. Tap ADD ENTRIES.

Meal per diem entries appear on the upper right panel. Select each day and check whether breakfast, lunch, or dinner will be provided. Note amounts are now reduced for meals provided. Select ADD TO REPORT.

The meals per diem entries have now been added with Hotel charges on the left panel. When you have created all expense entries click SUBMIT at the bottom of the left panel.

Chrome River Travel Pre-Approval Track Pre-Approval
To track your submitted pre-approval request, tap on SUBMITTED LAST 90 DAYS in the Pre-Approval section of the Dashboard. Find the pre-approval in the list and tap it to display the preview. Then tap the TRACKING button.

Chrome River Travel Pre-Approval Track Pre-Approval
You may track the pre-approval request's progress on the Tracking screen, including who it is and has been assigned to, the applicable routing rules, and its status at each step. If multiple routing step numbers are displayed, you may tap each one to see all the details for that step. Tap the X in the upper right-hand corner to return to the preview for that pre-approval.

Chrome River Travel Pre-Approval Recall Pre-Approval
You may recall a submitted pre- approval as long as no line items have been fully approved. The RECALL button will not function for pre-approvals with Expired, Applied, Partially Applied or Approved status. Select a Pre-approval request with a "Pending Approval" status and no approved items.

On the Preview screen, tap RECALL. This button is only accessible in the Preview, not if you open the pre- approval.

After you click RECALL, you will be asked if you want to move it back to draft list and select YES. The report will become a draft and be moved to your Draft Report queue.

Chrome River Travel Pre-Approval Returned Pre-Approval
When an approver has returned a report to the expense owner, the report will appear in the Returned Report queue.

To edit a returned report, select the report from the Returned Report queue, click on the report name one time to open the preview page.

Then click OPEN. Alternatively, the user may double click the report name to open the report.

Select the line item that needs to be corrected and click EDIT. When a line item is selected, the line item will be highlighted in blue rather than yellow.

After the user clicks the EDIT button, the line item to make the changes is displayed.

When the changes are complete, simply click SAVE.

Chrome River Travel Pre-Approval Approve Pre-Approvals
If you have reports pending your approval, you will see an orange Approvals ribbon on the left side of your Chrome River home (welcome) screen. From here, you will need to select Pre-Approval Reports that you ready to review and take action. This will take you to your Pre-Approval Report Approval queue

Once you select the Pre-Approval report that you wish to review, you will need to select the report that requires your review and approval. Click on the report name once (report will be highlighted light blue when selected).

By clicking the report name once, the preview page will populate on the right side of the screen. The preview page displays the high-level summary of expenses.

Approvers have the ability to review and approve (or return) from the preview page, which again, the SSC T&E Team highly encourages approvers to open the report and fully review the report and attachments before taking action. To approve a report from the preview page, simply click APPROVE on the top right corner of the report screen.

After clicking APPROVE once, you will be required to click APPROVE a second time as a confirmation. This decreases the risk of approving reports by accident or by mistake. This is especially helpful for those approvers with a multitude of reports in their approval queues.

Chrome River Travel Pre-Approval Return Pre-Approvals
To return a report from the preview page, simply click RETURN on the top right corner of the report screen.

Chrome River Travel Pre-Approval Return Pre-Approvals
After clicking RETURN once, you will be required to provide return comments to the expense owner. When returning an expense report, please ensure to provide the expense owner with an explanation of why the report is being returned, as well as the corrective action required. After entering your return comments, please click RETURN again.

Chrome River Travel Expense Create Report Attach Pre-Approval
Track Expense Report Recall Expense Report Returned Expense Report Approve/Return Expense Report

Chrome River Travel Expense Create Report
From the Dashboard, tap the +NEW button in the upper right corner and select NEW EXPENSE REPORT from the drop-down menu.

The Expense Entry Screen will appear. The Expense Header section stores all the basic information that applies to every expense listed on the report. Once you have filled out the required fields, tap SAVE at top right of page.

The Add Expenses screen right side offers you several types of expenses. Tap CREATE NEW to display the expense category tiles. Tap a tile to display its subcategories. Tap it again to hide the subcategories.

Chrome River Travel Expense Create Report Tap HOTEL.
Key Date, Spent, and Department. Upload hotel receipts by tapping ADD ATTACHMENTS. Tap SAVE.

If you are adding a hotel, you will have to itemize the hotel bill. You will need to include the hotel charge for the room, taxes, parking, etc.. It will also have a total of the full amount of hotel bill and then as you add expenses to it, it will give you the remaining balance to itemize until it is zero. Tap ITEMIZE.

Chrome River Travel Expense Create Report Tap ROOM RATE.
Enter the DATE. Enter nightly lodging rate SPENT. Enter DESCRIPTION. Tap CALCULATE.

Enter START DATE, END DATE, select LOCATION, enter #ROOMS. Allowable total is automatically calculated based on input data. Tap SAVE.

ALLOWABLE TOTAL is now populated. Department is pre-populated from previous entry template. Tap SAVE.

Note that there is still an amount remaining that is not yet itemized. Tap ITEMIZE.

Chrome River Travel Expense Create Report Tap LODGING TAX/FEES.

Notice DATE is pre-populated. Key lodging tax in SPENT. Enter description. Note DEPARTMENT is pre- populated. Note amount remaining to be itemized still same. Tap SAVE.

Note on left Expense Report Hotel entry along with itemized lines for rate and tax & three green check marks indicating passed edits. Note on right REMAINING itemization is now $-0-. Duplicate previous entry to enter lodging for the 2nd day.

You should now have two entries for lodging and taxes fully itemized with green check marks for clear edits.

To add another expense category tap PLUS on top right of left panel. Tap MEALS on right add expenses panel. The meals subcategory appears. Tap PER DIEM WIZARD.

Enter START/END DATES, BUSINESS PURPOSE, DESCRIPTION. Select LOCATION. Select DEPARTMENT. Select ADD ENTRIES.

Per Diem entries for each day will appear on the right side panel. Select each day and check whether breakfast, lunch, or dinner will be provided. Note amounts are now reduced for meals provided. Select ADD TO REPORT.

The MEALS PER DIEM have been added to the expense report along with HOTEL ROOM RATE AND LODGING TAXES. Tap SUBMIT when all expense entries have been entered. Note EXPENSE REPORT NUMBER and TOTAL PAY ME AMOUNT.

Submit confirmation panel now appears on the right side panel. Tap PRE-APPROVAL to link your previous pre-approval documentation to this expense report. The APPLY PRE-APPROVAL panel opens. Tap SELECT A PRE- APPROVAL REPORT then select the pre-approval report you wish to link to this expense report.

Chrome River Travel Expense Attach Pre-Approval
Apply pre-approval panel opens. Compare expense summary amounts for hotel and meals per diem noticing if amounts for pre-approval lines up with expense amounts claimed. Amounts pre-approved need to be at least equal to or greater than expense amounts claimed or the expense report will be returned to you with errors. Verify the department code is still the correct one for this expense report. Tap APPLY.

Chrome River Travel Expense Attach Pre-Approval
The SUBMIT CONFIRMATION panel now appears. Review the information one last time, and then tap SUBMIT.

Chrome River Travel Expense Track Expense Report
To track your submitted expense report, from the Submitted Reports queue, click the report name one time to open the preview page. Then click the TRACKING button.

You will see a list of every item on the report and its status. For hotel expenses, click the arrow on the left to view the status of each itemized expense.

Click an item (left panel) to see where it is in the approval process (right panel), including the approver to whom it is currently assigned, the date, and the rule that triggered the assignment.

By clicking each Routing Steps circle will show you complete details for that step, such as approver, assigned date, completed date, etc.

For Expense Reports, once a report has been exported, you will be able to see the export date and time on the Report Tracking screen.

Chrome River Travel Expense Recall Expense Report
To recall a submitted report in pending approval status, select the report from the Submitted Report queue, click on the report name one time to open the preview page. Then click the RECALL button.

Chrome River Travel Expense Recall Expense Report
After you click RECALL, you will be asked if you want to move it back to draft list and select YES. The report will become a draft and be moved to your Draft Report queue.

Chrome River Travel Expense Returned Expense Report
When an approver has returned a report to the expense owner, the report will appear in the Returned Report queue.

To edit a returned report, select the report from the Returned Report queue, click on the report name one time to open the preview page. Then click OPEN. Alternatively, the user may double click the report name to open the report.

Select the line item that needs to be corrected and click EDIT. When a line item is selected, the line item will be highlighted in blue rather than yellow.

After the user clicks the EDIT button, the line item to make the changes. When the changes are complete, simply click SAVE.

There are limitations to editing hotel expense line items in a returned expense report. You may add attachments, itemize the hotel expenses, and edit the itemized lodging; lodging tax/fees, hotel parking, and internet expense line items. However, the information in the hotel header line item cannot be changed. If the hotel header line item needs to be edited, the report must be reset to Draft status. This includes the total spent amount, the department code, and the date.

Chrome River Travel Expense Approve/Return Expense Report
If you have expense reports pending your approval, you will see an orange Approvals ribbon on the left side of your Chrome River home (welcome) screen.

Select Expense Reports to review and take action. This will take you to Expense Report Approval queue. You may also view your approval requests from the left menu. Click on the three line icon at the top left of your screen. Select Expense Report to review and take action.

Select the Expense Report that requires your review and approval (or return) from the expense report approval queue. Click on the Expense Report Name once (report will be highlighted light blue when selected).

By clicking the report name once, the Preview Page will populate on the right side of the screen. The preview page displays the high-level summary of expenses.

Approvers have the ability to review and approve (or return) from the preview page, which again, the SSC T&E Team highly encourages approvers to open the report and fully review the report and attachments before taking action. To approve a report from the preview page, simply click APPROVE on the top right corner of the report screen.

After clicking APPROVE once, you will be required to click APPROVE a second time as a confirmation. This decreases the risk of approving reports by accident or by mistake. This is especially helpful for those approvers with a multitude of reports in their approval queues.

To return a report from the preview page, simply click RETURN on the top right corner of the report screen.

After clicking RETURN once, you will be required to provide return comments to the expense owner. When returning an expense report, please ensure to provide the expense owner with an explanation of why the report is being returned, as well as the corrective action required. After entering your return comments, please click RETURN again.

Approvers have the ability to review and approve (or return) from within the opened report. To approve a report, simply click SUBMIT on the bottom left half of the report screen, under the list of expense line items.

After clicking SUBMIT once, you will be required to click SUBMIT a second time as a confirmation.

To return a report, simply click RETURN at the bottom left corner on the left half of the report screen.

After clicking RETURN once, you will be required to provide return comments to the expense owner. When returning an expense report, please ensure to provide the expense owner with an explanation of why the report is being returned, as well as the corrective action required. See example in the image directly below. After entering your return comments, please click RETURN again.

P2P How do I Log in to eVA? How do I Create a Slim Line Requisition?
When do I create a blanket purchase order? When I have created a blanket invoice for a service, do I continuously receive off of that purchase order or do I have to put in a new purchase order? Receiving in eVA Reopening closed orders Important receiving information Process a change to a requisition P2P Exceptions I need something TODAY How to Remedy Dissatisfaction for Received (or failed to receive) Goods or Services? I received a vendor invoice, now what? FY18 Year-End Purchasing Deadlines SSC Management Council

P2P How do I Log in to eVA? Go to https://eva.virginia.gov/
Select Buyer Login

P2P How do I Log in to eVA? Enter eVA username and password
Select Login

P2P How do I Create a Slim Line Requisition?
Select eMall / eForms from the toolbar Select Create Electronic Forms from the toolbar

Select eForm type drop-down. Select Slim Line Purchase Requisition Form.

On the Title line, following the current SSC naming convention, add the vendor name, brief description of good/service, and acronym of your division/area/office (limited to 3 letters) after “PR”.

Enter Department Name, Need By Date, Preferred Vendor Name.

Enter Product Description, Quantity, Unit of Measure (UOM), and Unit Price. The Line Total should update automatically after a few seconds.

Enter the Fund Code, Department Code, and if applicable the Contract Number.

Enter Delivery Instructions, and Special Instructions if applicable. If split coding of department codes is needed enter that information in Special Instructions.

Select Add Attachment to upload a quote from the preferred vendor. Select Browse to navigate to the electronic file of your attachment on your computer.

Locate you file and select OPEN.

Note your file name selected to attach is not displayed next to the browse button. Select OK to attach.

Note your attachment has been added to your slim line purchase requisition. Select SUBMIT at the bottom right of the slim line purchase requisition form.

Your slim line purchase requisition form should now appear in your My Documents. Note the Form ID, Title, Date submitted, and status. Status should be submitted. Periodically watch your Slim Line Purchase Requisition to observe the STATUS changing from Composing to Approved.

P2P When do I create a blanket purchase order?
Blanket purchase orders are required when multiple payments are expected for a single order over an extended period of time. These purchase orders must be created in eVA at the beginning of each fiscal year or upon initiation of an agreement by the appropriate college end-user. Examples of purchases requiring blanket purchase orders include: Rental agreements Maintenance, janitorial, and utility agreements Lease agreements Professional and non-professional service agreements Approved vendor agreements (e.g. office supplies)

P2P When do I create a blanket purchase order?
The amount of the blanket purchase order will depend on the nature of the transaction: orders with variable costs, such as utilities, shall be based on historical averages, while orders with fixed costs, such as professional services, rent, and leases, shall be based on the contracted amounts. To create a blanket purchase order, complete a slim line purchase requisition in eVA with the total amount equal to the amount anticipated for the fiscal year. Enter the dollar value as the quantity and the quantity as “1”. The Shared Services Center will set up the purchase order so that it can be received in eVA on a periodic basis by the requestor. This will provide the Shared Services Center authorization to process each payment. The dollar value received on each invoice is keyed as the quantity received in eVA.

P2P When I have created a blanket invoice for a service, do I continuously receive off of that purchase order or do I have to put in a new purchase order? You should continuously receive on the blanket PO and the PO encumbrance will be liquidated as invoices are processed.

P2P Receiving in eVA ‘Receiving’ the good or service in eVA requires confirming proper delivery of goods/services within three (3) business days of receipt to ensure they are paid for in a timely manner. Only receive goods and services that should be authorized for payment – if an order is fully or partially rejected, enter accordingly within the eVA receiving screen. If the delivery completes the order, please select “Yes” next to “Close Order” when receiving in eVA. This will save you and the Shared Services Center significant time on the back end.

P2P Receiving in eVA If you are a desktop receiver, and the requester on the requisition, you can access receiving by clicking the RECEIVE button when you open the requisition.

P2P Receiving in eVA Enter the order number (Order ID)* in the Search field, as shown. * If the order number is unknown, a Requisition number (ReqID) or Receipt number (Receipt ID) can be entered by accessing the drop-down menu to select an alternate search type. Order ID (EP), ReqID (PR), Receipt ID (RC).

P2P Receiving in eVA To receive all items on the order, click the ‘Accept All’ button. To record partial receiving, enter the quantity in the Accept/Return field. If the item/service was received prior to the current date, enter the correct date received, as shown below

P2P Receiving in eVA If an item has been received damaged, or should not have been sent by the vendor, the receiver should always, upon immediate receipt of item(s), denote the quantity to be rejected in the REJECT field, as shown below.

P2P Receiving in eVA If submitting an RC with rejected item(s), a ‘Rejection reason’ must be entered, as shown.

P2P Receiving in eVA Do not select the ‘yes’ button on the Close Order field.

P2P Receiving in eVA When the receipt is complete, click the Submit button. After clicking Submit button, you will see this screen.

P2P Receiving in eVA The requisition will be in one of two statuses: If partial receiving was done, the requisition will be in Receiving status. If all items were received, the requisition status will be in Received.

P2P Receiving in eVA When reviewing the RECEIPTS tab for this example, the newly processed (Approved) receipt appears, as well as a NEW receipt in COMPOSING status. NOTE: For partially received orders, the system creates a new composing receipt in preparation for additional receiving.

P2P Reopening closed orders
Once closed, it will be necessary to REOPEN an order so change(s) can be processed for the associated eVA requisition. Locate the order number*, then click the RECEIVE link on the eVA eMall ‘My Home’ page.

Enter the order number (Order ID)* in the Search field, as shown. * If the order number is unknown, a Requisition number (ReqID) or Receipt number (Receipt ID) can be entered by accessing the drop-down menu to select an alternate search type. Order ID (EP), ReqID (PR), Receipt ID (RC).

When the applicable screen appears, click the ‘Reopen Order’ button.

Make the necessary changes. If there is a need to decrease the quantity or change the Unit Price on a line item, negatively receive the applicable quantity, then click Submit button.

If the requisition needs to be adjusted for something OTHER than quantity or unit price, simply click the EXIT button. When the below screen appears, click ‘Save this request’. The requisition status changes to ‘Receiving’ so changes can now be made.

P2P Important receiving information
All quantities that must be backed out on a receipt should be entered as a negative number in the Accept/Return field. (e.g. -10). COMMON MISTAKE! Do NOT enter a quantity in the REJECT field if that item has already been recorded as RECEIVED. Processed receipts will show the new/adjusted quantity in the “Prev. Total” field. A PR can be cancelled if ALL items previously received on the PR have been completely backed out.

P2P Process a change to a requisition
To accurately process a change to a requisition, the order associated with the change must first be reopened, if applicable, and then the receiving BACKED out. There are EXCEPTIONS, however, to what changes can be done to a requisition even if ALL Receiving was backed out, as noted: - Supplier name and/or supplier location - Billing address If a requisition must be changed for above scenario(s), it’s advisable to back out all receiving so the original requisition can be Cancelled, and if appropriate, Re-Issued.* When all items on a requisition are backed out, the requisition remains in Receiving status and will not revert back to Ordered status.

P2P P2P Exceptions The following items are not to be ordered in eVA
Reimbursements to school systems for dual enrollment expenses Intra-agency payments, e.g. VHCC, VCCS, etc. Payments, including reimbursements, and those processed for Workforce Development, to state/local agencies or foundations, e.g. Tazewell County, DSS, Health Dept., SWCC Foundation Refund of tuition to a third party provider Tuition Management System fund transfers for student disbursements Student club purchases that do not include state funds Clinical agreements Bond payments Grant stipends paid to students Executive compensation payments to a third party provider Employee reimbursements Honorariums for guest speakers Student reimbursements not related to PeopleSoft student accounts Internal Purchase Requisition forms (blue paper form) are to be used for these excepted purchases

P2P P2P Exceptions There are some things you can NOT buy with State funds (CAPP 20310); however, some exceptions are allowed with select local funds. DOA may question any State-funded expenditure (Section , Code of Virginia). Agency purchases must be considered essential to the operation of the agency and in support of the agency’s mission to justify the use of State funds. Since all State-funded expenditures are subject to public scrutiny, agencies should consider the appearance of unusual purchases on the agency and on State government in general prior to authorization. Since individual circumstances vary widely, adequate documentation for unusual purchases should always be included with the voucher. The following lists contain examples of expenditures considered to be improper uses of State funds. These lists are intended to provide general guidance to agencies in judging the appropriate use of State funds. However, any State-funded expenditure may be questioned, even those which are not included on the following lists.

P2P P2P Exceptions Improper Expenditure Examples per CAPP 20310
Employee personal expenses such as— Books for classes (unless they remain property of the State) Snacks or refreshments Baby sitting Non-business related newspapers or magazine subscriptions Personal articles that are lost or stolen Tuxedos or other formal wear Clothing (non-uniform) or repairs to clothing damaged in the work-place All expenses related to personal negligence of the employee, such as traffic fines.

P2P P2P Exceptions Improper Expenditure Examples per CAPP 20310
Agency-sponsored event expenses incurred which do not clearly support the agency mission such as— Retirement parties or employee going away parties Holiday decorations Alcoholic beverages Charitable contributions Gifts and flowers

P2P P2P Exceptions Per VCCS State Board Policy 4.2.2, the local fund policies conforming to CAPP do not apply to commission revenues (including bookstore and food services), vending revenues, private gift income, investment income, or agency funds including student fees disbursed from agency funds in support of student clubs or student activities. The following SWCC Local Funds do not have to conform to CAPP 20310 Local Revenue Budget (Funded by bookstore commissions and vending revenues) Buchanan Estate Budget (Private Gift) Student Club Accounts (Agency Funds) *Please note that these local funds do have to conform to State Procurement regulations.

P2P I need something TODAY
You MUST have a PCard and you can ONLY purchase Point-of-sale purchases for emergent needs that are less than or equal to $5,000 with justification if a Micro or SWaM can not be used Point-of-sale purchases of food tied to instructional programs (culinary arts programs, veterinary technology programs) Pre-approved meals documented in eVA and made in accordance with the state Non-Travel Related Meals policy (Business Meals, Overtime Meals) Purchases requiring a login and password such as professional memberships and related conference registrations; other travel-related procurements (e.g. airlines/hotels) should be made by the SSC Food and lodging for students only when the students are in travel status (requires special PCard privileges) Emergencies in accordance with state procurement regulations

P2P I need something TODAY
After purchasing, you MUST enter a confirming order in eVA within 5 business days After purchasing, you MUST add your purchase, receipt, eVA PO number, and supporting documents to your PCard log PCard logs are to be reviewed and signed monthly by the P-Card holders supervisor who also reconciles PCard logs against the monthly Bank of America credit card statement. The PCard holder shall copies of approved PCard logs to the Shared Services Center timely along with copies of all purchase orders, invoices paid, and the Bank of America credit card statement for compliance review by SSC staff. PCard holder must complete annual Department of General Services (DGS) P-Card holder training. PCard holder’s supervisor must complete both P-Card holder training and P-Card supervisor training annually provided by DGS.

P2P How to Remedy Dissatisfaction for Received (or failed to receive) Goods or Services? If non-contracted good/services are unsatisfactory, contact the Help Center at SSC. They will request the buyer’s assistance to work with you and the vendor to remedy the situation to your satisfaction (ex. returns, exchanges, refunds, etc.) If contracted good/services are unsatisfactory proceed as above AND request a potential formal vendor compliant through the SSC buyer. The buyer will notify contract administrator to document the incident and decide if a vendor complaint should be filed with DGS. For other vendor concerns, contact the Help Center at SSC and they will contact the buyer for assistance. Please call (877) You may also SSC at

P2P I received a vendor invoice, now what?
Receiving must be completed in eVA before sending invoice to SSC. Please send only one invoice attachment per . The SSC strips the text and attachment to create a file within the system. Please do not include any special characters in your text or attachment name. Use alphanumeric combinations only. message line example: SWCC Dell EP (College/Vendor/Purchase Order Number) Date stamp the invoice before scanning and attaching to . Maintain the original invoice in your work area. The original invoice is subject to audit by DOA, and is also subject to the Library of Virginia records retention policy. Please contact SWCC’s Records Retention officer for retention and disposal instructions and questions. it to: Vendors should send all invoices directly to the SSC. If the vendor invoice is being paid with a Local Funds code that starts with a (4)xxxxx or (9)xxxxx do not it to the SSC. Instead forward it to the business office for payment. The SSC is currently not processing payments for local funds purchases.

P2P FY18 Year-End Purchasing Deadlines SSC Management Council
Below are a list of procurement request deadlines for the upcoming fiscal year ending June 30, These deadlines are set up to assist all colleges in completing an elevated quantity of procurements where fiscal year 2018 funds are desired. The intent is to allow sufficient time to process requests to meet your needs.* Please adhere to the deadlines listed below, if you would like to make a purchase prior to the fiscal year ending June 30. These deadlines apply to all agencies that have rolled-in to Shared Services in FY18. All accounts payable deadlines, including receiving requirements will be communicated in a separate memo as soon as they become available. Procurement FY18 Deadlines April 6, Goods/Services greater than $100, available on a valid contract** April 20, Goods/Services between $5, and $100,000.00** May 25, Goods/Services less than $5,000.00** /*** Purchase requests received after these dates may be processed using next fiscal year (FY19) funds. *We will not guarantee completion of your requirement as not all factors are in our control. **Contractor/Vendor lead times prevail (i.e. vendor lead time equals 20 weeks, will not be complete by year-end). ***Food orders received after this date will be handled on a case-by-case basis.

VCCS Shared Services Center Travel & Expense and P2P

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