Early Equipment Trust Fund – Requisition Requirements

•	All orders should be entered into eVA. ONLY ONE EXCEPTION – orders for Dell computers to be included in a bulk order should be done on a paper requisition form (found on the main ETF webpage. Send paper requisitions to: Kathy Seal, Accounting Services Technology, MSC 5705. SPECIAL NOTE - You can only spend up to 80% of your TOTAL ALLOCATION amount, not your total requested amount.
•	You CAN NOT use your PCard to purchase ETF equipment, therefore PLEASE remember to remove the check mark on eVA.
•	At this point in time, a SCHEV approved list with reference numbers assigned does not exist. A department desiring to purchase equipment should request reference numbers from Accounting Services by email. This email should contain the equipment you wish to purchase and estimated values for each item.
•	The ETF reference number or numbers should be entered in the TITLE box. If more than one reference number is being used, key it as follows: 2160801231, 01241 (using the last 5 digits of the additional #’s) or 2160801231-01301 (being a series of numbers). Any order entered into eVA without a reference number will be denied and returned to the originator.
•	If the equipment is on a state contract, enter the contract number in the field provided on eVA. Example of such vendors on state contract are (but not limited to): Dell, Apple, Daly Computers, Lee Hartman, Fisher, VWR, Colonial and Thomas Scientific.
•	Order each approved item from one vendor when possible, however if multiple vendors are necessary, create separate requisitions in eVA and use the same reference # on all orders. Also note in the comments section the purchase is to be combined with another order.
•	DO NOT prepare a requisition with more than one type of equipment on the order. You may purchase multiple items on the same requisition only when the items are IDENTICAL. A reference # is required for EACH item. Example: 2 computers from the same vendor and the system configuration is exactly the same.
•	When ordering a system, individual components can be listed in the comments section or description, a document giving details can be attached, or the vendor may have a punchout catalog to purchase the components as separate line items. Important thing is either in the description or the comments section, the order must state all components combined constitute a "system".
•	If a quote has been provided to you by a vendor describing a system, enter “---- system per attached quote” in the description section on eVA and attach the document.
•	Freight charges are acceptable if combined with the equipment cost. Note in the comments section the freight is included in the price. Try to have firm delivery pricing to avoid doing change orders or your department having to cover the cost.
•	If the equipment is technical in nature, attach a document to the eVA order describing the item or fax it to accounting services (and procurement if over $5,000). All Apple Computer web proposals should be faxed to Accounting Services, x82383.
•	Installation costs are only paid if it is bundled with the price of the equipment. It should not be listed as a separate line item on eVA. Note in the comments section or description the installation is included.

Special Notes:

• If an invoice is sent to you, send it to the Accounts Payable Office, MSC 5712.
• If Sponsored Programs has given your department ETF funds to purchase equipment, Grants Accounting and Sponsored Programs should be added as additional approvers. REASON – The grant is not being charged, the ETF department, “100062” is. In the Comments section, indicate the purchase is a Sponsored Programs purchase and the grant number associated with the purchase.
• Point-of-sale purchases for ETF equipment are not acceptable.
• 2% Transaction fees in eVA – ETF funds WILL NOT cover the 2% fee.

Any questions relating to purchases or qualifications should be directed to Kathy Seal at 540.568.7078 or sealkh@jmu.edu.