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Frequently Asked Questions

I'm not sure I understand the SWAM Requirements. What resources are available to assist me?
Some of your questions may be answered with the FAQs listed below. A Vendor Search Manual also has been prepared to take you through the steps of how to find Contracts, how to find SWAM-certified vendors, how to document your efforts to utilize a SWAM vendor and how to enter that documentation on your eVA order and MasterCard Log Sheet.
But the best resource we can offer is us! If you have any questions, please feel free to contact the Purchasing staff. We are happy to help.

1. I've been using the same vendor for years to provide a particular item or service. How do I know if they are SWAM-certified?

2. The vendor I'm looking for isn't registered in eVA, but I still think they are SWAM-certified. How can I find out for sure?

3. I found a SWAM-certified vendor that sells the type of goods I'm looking for. How do I get a quote?

4. How many quotes do I have to get before I can make my purchase?

5. I received a quote from a SWAM-certified vendor, but they're price is more expensive that what I know the price would be from another non-SWAM vendor. Do I have to buy from the SWAM vendor anyway?

6. The price the vendor quoted is fine, but there are other reasons why the SWAM vendor can't fulfill my order. What justification code should I use in this instance?

7. What is the NIGP Commodity Code and how do I find out which one I should use?

8. Do all of my orders have to be entered into eVA?

9. My order is exempt from eVA and my vendor accepts MasterCard. How do I fill in my log sheet?

10. If I need to purchase something that is on a Contract, do I have to get a quote from a SWAM vendor?

11. I requested a quote from a SWAM vendor, but haven't received a response. How long do I have to wait? Should I request a quote from another SWAM vendor instead?

12. Human Resources just forwarded an invoice from HireRight. How do I pay that invoice?

13. I need to purchase food for a University function. Do I have to get a SWAM quote?

1. I've been using the same vendor for years to provide a particular item or service. How do I know if they are SWAM-certified?
The quickest way to find out is to check the eVA Vendor Look-Up. If a vendor is SWAM-certified, it will be indicated by a "DMBE Name" in red and a mark in any or all of the columns titled Small Business, Woman-Owned and Minority-Owned.

2. The vendor I'm looking for isn't registered in eVA, but I still think they are SWAM-certified. How can I find out for sure?
The DMBE website contains a link to a SWAM Vendor Search that will allow you to search DMBE-registered vendors by Company Name, NIGP Commodity Code or Description, SWAM-certification type, or Zip Code.

3. I found a SWAM-certified vendor that sells the type of goods I'm looking for. How do I get a quote?
Both the eVA Vendor Look-Up and the SWAM Vendor Search provide contact information for each vendor. You can contact the vendor by phone, email, fax, smoke signals... whatever you prefer. Just make sure you make note of the date, the name of the vendor, the name of the person you contacted and the price they quoted you. You will need to document this information on your eVA order and/or your MasterCard log depending on how you end up making your purchase.

4. How many quotes do I have to get before I can make my purchase?
You must get one quote from a certified SWAM vendor before making your purchase. That's it!

5. I received a quote from a SWAM-certified vendor, but they're price is more expensive that what I know the price would be from another non-SWAM vendor. Do I have to buy from the SWAM vendor anyway?
No. If you find the SWAM vendor's price unreasonable, you may buy from another vendor. You should enter your SWAM quote information (vendor name, contact name, date and price) and the Justification Code No. 3 statement "DMBE Small Vendor's price quote was not reasonable." in the Comments section of your eVA order. If you're paying for the order with your MasterCard, you should also enter the code number in the SWAM column of your Log Sheet.

6. The price the vendor quoted is fine, but there are other reasons why the SWAM vendor can't fulfill my order. What justification code should I use in this instance?
The Purchasing Department has established a list of Acceptable Justification Codes for not using a SWAM vendor to make your purchase. Contact Purchasing if you need guidance on which code best suits your situation. Once you determine the best Code to use, you should enter your SWAM documentation on your eVA order and the text of the Justification Code you are using. For instance, if you need 3 ladders by next Tuesday and the SWAM vendor cannot provide this, your eVA Comment section would read something like this: "Mr. Smith at LadderWorld quoted a price of $300 on April 10, but could not ship full quantity by deadline. 4 - DMBE small vendor could not meet necessary deadlines, quantity or product quality."

7. What is the NIGP Commodity Code and how do I find out which one I should use?
The National Institute of Governmental Purchasing (NIGP) developed a system of codes to describe different types of products and services and to classify vendors by the types of products and services they supply. A web-based, searchable version of the NIGP Code Book is available by clicking on NIGP Code Look-Up on the eVA login page. (There is also a link at the top of the NIGP Code Look-Up page which will allow you to download a copy of the entire Code Book.) Warning: When you search for your code, the NIGP may not have used the same terminology you use to describe the same commodity. If you don't find what you're looking for, try again with a similar search term (i.e. "cakes" or "desserts" instead of "baked goods").

8. Do all of my orders have to be entered into eVA?
No. Types of orders exempt from the eVA requirement included, but are not limited to, the following:

  • Advertisements (newspaper, magazine, radio, television)
  • Membership dues in professional organizations
  • Conference registration fees
  • Honoraria
  • Entertainment (guest speakers, lecturers, musicians, performing artists)
  • Accreditation fees and academic testing services
  • Public Utilities
  • Over-the-counter purchases made at the vendor's location and picked up by the cardholder
  • Revenue contracts such as Food Service operations (Sodexho)
  • Government -to-government purchases except those made from mandatory sources
  • Travel expenses

If you have any questions about whether or not your order is exempt from eVA, contact Purchasing.

9. My order is exempt from eVA and my vendor accepts MasterCard. How do I fill in my log sheet?
Use the MasterCard to pay for the order and record the purchase on the MC log sheet using a SWAM code of 2 (specialized commodity) and enter "Exempt" for the PCO code. If the vendor does not accept MasterCard, process as a Direct Pay in Banner.

10. If I need to purchase something that is on a Contract, do I have to get a quote from a SWAM vendor?
No. The use of State or University Contracts supercedes the requirement to obtain a SWAM quote since a vendor's SWAM status, among other factors, has already been considered during the contract negotitation process. Information is available on the Contracts section of the Purchasing website or by contacting the Purchasing staff.

11. I requested a quote from a SWAM vendor, but haven't received a response. How long do I have to wait? Should I request a quote from another SWAM vendor instead?
You only need to wait as long as you feel is reasonable for your purchase. If it's a routine purchase you may choose to wait 24-48 hours. However, if your purchase is time sensitive, you may ask the vendor to submit a quote within as little as 1 hour. If you do not receive a response within the amount of time you deem reasonable, you do not have to contact a second SWAM vendor. You can order your good or service from whomever you choose and use the SWAM justification code number 4 since the vendor was unable to meet your necessary deadline for submitting a quote.

12. Human Resources just forwarded an invoice from HireRight. How do I pay that invoice?
HireRight is registered in eVA and accepts the GE MasterCard, but is not a SWAM vendor. You should enter the order into eVA, check the PCard box and enter a Comment such as, "Confirming order only. Refer to Invoice number xxx dated MM/DD/YY for Customer number xxx. Please do not duplicate." The Invoice number, date and Customer number are at the top of the invoice HR emails to you. Since this company does not accept electronic orders, you will need to fax the eVA order to HireRight at (949) 428-5808 then contact the University's Sales Rep, Kym Mannavong, at 1-866-521-6995 to provide her with your GE MasterCard information. You should record the charge on your MasterCard log sheet and use SWAM Justification Code number 6.

13. I need to purchase food for a University function. Do I have to get a SWAM quote?
Yes and No.
If you are purchasing catering for any function being held on campus, regardless of funding source, you must have the function catered by Sodexho. Since Sodexho is under contract with the University, it is not necessary to obtain a SWAM quote before placing your order. When you sign your event contract with Sodexho, you should put the last 4 digits of your GE MasterCard in the appropriate field of the contract and call Sodexho to provide your full number then record the purchase on your GE MasterCard log sheet with code "C" in the SWAM column and "Exempt" in the PCO/DO column. This order is exempt from eVA because it is a Revenue Contract. Please make sure that the food restriction has been lifted from your MasterCard before attempting to pay for catering or the charge will be denied.

If you are purchasing food supplies, you must obtain a SWAM quote before making your purchase. Consult the Vendor Search Manual for instructions on how to find a SWAM vendor. Contact one SWAM vendor and document the quote you receive from the vendor. Once you have obtained your quote, you may purchase the goods from your selected vendor. Note: If you need multiple food supplies, you may ask for a quote for all of the items on your list at once. You do not need to contact a second vendor if the first is able to provide some, but not all of the items you need.

  • If you are making your purchase from either a vendor that is registered in eVA or one that is not registered in eVA AND does not accept MasterCard, you should enter the order in eVA and place your SWAM quote information in the Comments field.
  • If you are making the purchase over-the-counter, you should use your GE MasterCard and record the purchase on your log sheet. Enter the applicable SWAM code, enter "OTC" in the PCO/DO field and enter the SWAM documentation in the Comments field.
  • If you are ordering your goods from a vendor that is not registered in eVA, but does accept MasterCard, you do not have to enter the order into eVA. You should order the goods and record the purchase on your log sheet, enter the applicable SWAM code, enter "Ad hoc" in the PCO/DO field and enter your SWAM documentation in the Description field.