The Cart: HokieMart Newsletter

SCHEV/ETF Funds Reminder

It’s that time of year again! Please be advised that all orders using SCHEV/ETF funding are required to have the items invoiced and received no later than June 12, 2026. All requisitions using this funding should clearly have the ETF number(s) listed in the external notes section. Please be sure that any items with extended lead times are ordered as soon as possible to allow for potential delays. Also, remember to work with Fixed Assets to ensure that all equipment is properly tagged and inventoried once received.

Jaggaer Supplier Module: A New Supplier Onboarding Experience

Virginia Tech Procurement is implementing Jaggaer’s Supplier Module to modernize how suppliers register and how campus partners request and engage new suppliers. This improvement will create a more consistent experience for suppliers, strengthen compliance controls, and improve visibility into where a supplier is in the onboarding process.

Why we’re making this change

Today, setting up a new supplier often requires manual coordination using documents like W-9s or invoices. The Supplier Module streamlines onboarding by moving registration into a guided online process, so suppliers provide required information directly, prior to orders being placed, and Virginia Tech can process requests with clearer steps and stronger audit support.

Current process (today)

• Supplier Team collects information from a W-9 or invoice.
• Supplier Team creates the supplier record in Banner.
• Supplier Team approves and activates the supplier in HokieMart (even when the supplier is unresponsive).

New process (coming soon)

• Campus user will submit a HokieMart New Supplier request.
• Supplier Team will send a Supplier Registration link to the requested supplier.
• Once the supplier submits their required information, the W9 will auto TIN match, Visual Compliance will auto screen the supplier for viability.
• The Supplier team will review the incoming information and will push the supplier record from Jaggaer to Banner.

What this means for campus departments

This update will help departments engage suppliers more effectively, with a few important changes to plan for:

• Supplier responsiveness matters: if a supplier does not complete the required registration steps, the supplier team cannot be activated.
• Supplier contact information is critical: ensure you have the correct supplier email contact before requesting onboarding.
• International supplier onboarding may take longer due to required Tax review.
• Plan ahead for new suppliers needed for time-sensitive purchases or payments.

What this means for suppliers

Suppliers will be guided through a secure registration experience and asked to provide required business and tax information in the portal. Completing all required steps helps avoid delays caused by incomplete submissions and ensures Virginia Tech activate suppliers only when requirements are met.

Suppliers should be prepared to:

• Respond to registration invitations promptly and complete all required fields.
• Provide accurate contact information so Virginia Tech can reach the right person quickly.
• Submit any required tax documentation (international suppliers may have additional requirements and review).

What's Next

More communications and resources will be shared as we approach launch, including:

• A quick overview of the new supplier registration experience.
• Details regarding town hall trainings on how to use the new system.
• Job aids and step-by-step instructions for campus requesters and suppliers.
• Support resources during the transition.

Questions or support

If you have questions, contact the Procurement Supplier Team, please include the supplier’s name and a brief description of what you need help with.

Server Volatility Awareness and Best Practices

In recent months there has been unprecedented price volatility among server and high-performance computing components such as RAM, SSDs, and GPUs. The primary driver of this phenomenon is large tech companies placing blanket orders on these components to secure as many as possible as AI Infrastructure and Data Centers continue to be a priority and focus in the tech industry. Please be aware that pricing on these components and associated systems can rise by thousands of dollars weekly.

The IT Procurement Team would like to provide departments with some tips, tricks, and best practices for server and high-performance computing requisitions in order to save departments money and get these requisitions executed as quickly and efficiently as possible.

1. Please be sure that when you submit a server or high-performance computing requisition as a sole source that it is truly a sole source. Remember that sole sources are for goods that are proprietary in nature, or if the vendor has exclusive distribution rights. Systems that are custom built using parts from common manufacturers do not meet this requirement as they can be provided by a wide array of different vendors and thus do not qualify for sole source.
2. When submitting a requisition, if the system is not eligible for sole source, please submit it with three quotes attached. Doing this on the front end prevents us from having to do this later in the process and allows us to execute these requisitions quickly, efficiently, and at the most favorable price point for the department and the University as a whole.
3. Lastly, if you are aware of server or high-performance computing solutions that are needed for research, please try to get those submitted into Hokiemart as soon as possible. Due to demand, not only are prices rising drastically each week, but there is a supply chain bottle neck for certain components, leading to increased lead times. If you are aware of anything coming down the pipeline that is needed, especially with timeline and price considerations, it is best to submit sooner rather than later.

Fisher Scientific Sales Rep Update

Our dedicated sales representative for Fisher Scientific, Maria Bryson, will be going on maternity leave in early March and plans on returning in June. During this time, please contact Craig Eddleton, 540-818-9030, for any of your Fischer Scientific related needs.

P-Card Monthly Statement Reminder (Bank of America – Online Access Required)

Hi P-Cardholders! This is a quick monthly reminder to help keep reconciliations running smoothly: each cardholder is responsible for logging into Bank of America’s Global Card Access system each month to retrieve and download their monthly statement. You’ll need your statement to complete your reconciliation on time.

Paper statements are no longer a reliable option. Due to a Bank of America policy change, statements were not consistently being mailed, which created delays and missing documentation. Moving to online statements ensures you have timely access each month.

With approximately 1,300 active P-Cards, the P-Card Team is not able to provide statements to cardholders each month. Each cardholder must obtain their own statement directly from Bank of America Global Card Access.

Instructions for obtaining your statement are provided by Bank of America.

If you will not have the ability to access Global Card Access each month and finalize your reconciliation, please contact the P-Card Team to discuss canceling your card to avoid compliance issues and late reconciliations.

Supplier Spotlight: The Supply Room