BASIC WORKFLOW FOR EARLY ETF PURCHASES
| BUDGET OFFICE | The budget office notifies each college (dean's office) the early purchase phase has begun. |
| DEAN'S OFFICE | The dean's office will communicate allocation amounts to it's departments, along with pertinent information they need to purchase equipment at this time. |
| DEPARTMENT | After notification from the Dean's Office, 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. Purchases allowed at this time can only be equipment approved by SCHEV in previous years. |
| ACCOUNTING SERVICES | The Accounting Services Office will review each email and issue reference numbers for each eligible piece of equipment to the respective departments. |
| DEPARTMENT | The department will create a requisition in eVA for each piece of equipment with the only exception being Dell PC's to be included with a bulk order. Bulk order purchases should be submitted by preparing a paper ETF requisition. (form is a fillable online document on the ETF webpage –jmu.edu/acctgserv/etf.shtml). Completed forms must be sent to Kathy Seal, Accounting Services, MSC 5705. |
| ACCOUNTING SERVICES | The Accounting Services Office will review and approve all requisitions in eVA. The paper requisitions (BULK ORDERS only) will be reviewed, approved, and sent to Procurement for order placement through eVA. |
| PROCUREMENT | In eVA, requisitions $5,000 and above will flow to a buyer in procurement before going to the vendor. Otherwise the order will flow to the vendor or back to the department to be faxed to the vendor. |
| DEPARTMENT | For orders under $5,000 and if the vender does not receive DOs electronically, it is the responsibility of the department to fax the order to the vendor. Once the equipment is received, the ordering department must complete a receiving report (download form and review instructions for completion from Accounting Services forms webpage) for orders $5,000 or more and mail it to Accounts Payable, MSC 5712. |
| PLANT FUND ACCOUNTING | The equipment is then tagged by Fixed Assets and recorded in the Fixed Assets database. |