|BUDGET OFFICE||Equipment requests are submitted to the budget office by each college for approval. Approval is obtained from SCHEV (State Council of Higher Education of Virginia)|
|SCHEV||After approval from SCHEV, the Budget Office notifies the colleges, providing them with a list of approved equipment with their assigned reference numbers.
Only exception – equipment purchased during the "early purchase" process. See early purchase process for instructions.
|DEPARTMENT||From this list, each department purchasing the equipment will create a requisition in eVA for each piece of equipment. The only exception to this is an order for Dell PC's to be included with a bulk order. In this case, prepare a paper ETF requisition (form is a fillable form available on the main ETF webpage ) and send it to Kathy Seal, Accounting Services, MSC 5705. All orders must be charged to the ETF deptID 100062.|
|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.|
|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.|