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Purchasing Guide Supporting Documentation  For All Purchases up to $5,000 | Unnamed: 1 | Unnamed: 2 | Unnamed: 3 | Unnamed: 4 | Unnamed: 5 | Unnamed: 6 | Unnamed: 7 | Unnamed: 8 | Unnamed: 9 | Unnamed: 10 | Unnamed: 11 | Unnamed: 12 | Unnamed: 13 | Unnamed: 14 | Unnamed: 15 | Unnamed: 16 | Unnamed: 17 | Unnamed: 18 | Unnamed: 19 | Unnamed: 20
 |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Single Quote
 |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Mandatory Source
1 | Item Description | What am I purchasing? |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | State Contract
 |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | VCCS Contract
 |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Cooperative Contract-approved by purchasing
2 | Item Justification | Why am I purchasing it? |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | [NAME] by purchasing
 |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Emergency-approved by purchasing
3 | Purchase Type | How am I purchasing it? |  | Click to choose type
 |  |  |  | Applicable Contract #:
4 | Vendor | Who am I purchasing it from? (company name and address) |  | Name:
 |  |  |  | Address:
 |  |  |  | eVA registered vendor?
 |  |  |  | If "no" was selected above, have you requested a completed and signed W-9 form? (name of person and date asked). This must be completed.
 |  |  |  |  |  | Name:
 |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Advertisements
 |  |  |  |  |  | Date |  |  |  |  |  |  |  |  |  |  |  |  |  | Professional organizational membership dues/training classes
 |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Conference registrations
5 | Quote Information Answer questions; if vendor issued a written quote, attach it. | What is the quoted price? |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Honoraria
 |  | Who supplied the quote?  (name and phone number) |  | Name: |  |  | Phone: |  |  |  |  |  |  |  |  |  |  |  |  | Entertainment (speakers, lecturers, musicians, performing artists)
 |  | When did they give the quote? |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Accreditation fees and academic testing services
 |  | When will the items be delivered? |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Rental fees for exhibitions of historical artifacts or original works of art
 |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Purchases made using DPS contract for express delivery services
 |  | What are the shipping charges? |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Over-the-counter purchases
 |  |  |  |  |  | Est. amount:  $ |  |  |  |  |  |  |  |  |  |  |  |  |  | Government to government purchases, other than from mandatory sources
6 | Small Business Set-Aside Purchases below $5,000 are set-aside for small businesses. If a vendor is a [NAME] certified small business, check box in 6A and skip to 7. If not, provide information in either 6B, 6C, or 6D. | 6A |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Surplus property
 |  |  | If so, skip to 7. If not, provide additional information below. |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Individual travel and lodging
 |  | 6B |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Group travel
 |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Group travel-related lodging
 |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  | Other -contact purchasing
 |  | 6C
 |  |  | fair and reasonable (provide information below)
 |  |  | [NAME] | Quote No. (if provided) | Quote Date | Price Quoted | Phone # | Contact Name
 |  | 6D
7 | Additional Approvals (If additional approvals were required, indicate which and attach)
 |  |  |  |  | List:
8 | Tax
 |  | *Note: VHCC is allowed to pay taxes for lodging and prepared meals (e.g. catering, meals)
 |  | Contact purchasing if a sales tax exemption certificate is needed.
9 | eVA Requisition
 |  |  |  | Click to choose exclusion type
10 | P-Card | Does the vendor accept the [NAME] as a form of payment:
 |  | If vendor does not accept Visa, a W-9 must be requested in order for the vendor to be
 |  | set up in AIS for check processing.
 |  | Name and date of vendor representative contacted:
 |  |  | Name: |  |  | Date:
After completing this guide, the information should be used to complete the purchase requisition form. The completed guide must be attached to the purchase requisition when sent to the Business Office for processing, or, for [NAME] over-the-counter transactions, sent to the budget manager for approval.