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, MSC 5705
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| • | You CAN NOT use your PCard to purchase ETF equipment, therefore PLEASE remember to remove the check mark on eVA. |
| • | You can only purchase items that are on the approved SCHEV list sent to you from the Budget Office. Any additional references numbers can be obtained through Accounting Services or the Budget Office in special instances. |
| • | 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:
2160401231, 01241 (using the last 5 digits of the additional #s) or 2160401231-01301 (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, 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, in the description section on eVA, enter ---- system per attached quote 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. |
| • | If you have insufficient ETF funds to cover the entire cost of your requisition, it can be split funded with departmental or grant funds. If split funding with grant funds, the requisition will flow to Grant Accounting for approval. SPECIAL NOTE: The split coding feature cannot be used on orders $5,000 and above in eVA because of problems with data downloads into PeopleSoft. Charge the entire order to 100062 and in the comments section indicate the order needs to be split funded and how. |
| • | 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 Comuter 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.
- 2% Transaction fees ETF funds WILL NOT cover the 2% fee.
- Point-of-sale purchases for ETF equipment are not acceptable.
Any questions relating to purchases or qualifications should be directed to Kathy Seal at 540.568.7078 or sealkh@jmu.edu.