Equipment Trust Fund in eVA

1
Equipment Trust Fund in eVA
2
Basic Workflow Process

• The equipment wish list is requested during the
  budget preparation process. After all requests
  are gathered by the Budget office, approval is
  obtained from SCHEV (State Council of Higher
  Education of Virginia).
• After approval from SCHEV, the Budget Office
  provides each college with a list of approved
  equipment with the assigned reference numbers.
  
• ONLY EXCEPTION reference numbers for
  equipment purchased during the early purchase
  phase will be assigned by Accounting Services.
  The department will request reference numbers
  from Kathy Seal by email (sealkh_at_jmu.edu) before
  creating requisitions in eVA.

3
Basic Workflow (cont.)

• From the approved list, each department will
  create requisitions in eVA for each piece of
  equipment. All requisitions will be approved in
  eVA by Kathy Seal in Accounting Services.
• As other orders in eVA, ETF requisitions under
  5,000 will be electronically sent to the vendor.
  If the vendor does not accept orders
  electronically, it is the responsibility of the
  originator of the requisition to fax the order to
  the vendor. Requisitions 5,000 and above will
  flow to a buyer in procurement before going to
  the vendor.
• The ordering department must complete a receiving
  report for orders of 5,000 or more. Orders
  under 5,000 will no longer need a receiving
  report.
• The equipment is then tagged by Fixed Assets and
  recorded in our database.

4
ETF Rules and Regulations

• Each piece of equipment must have a reference
  number, either assigned by the Budget Office or
  by Accounting Services (during the early
  purchase phase only) .
• The equipment must be a FUNCTIONAL UNIT.
• Definition should perform a specific
  function, must cost at least 500, must remain
  intact, may be made up of several components to
  create a system
• Operating/application software licenses (i.e
  Microsoft Office) will be covered with ETF funds
  only if it is bundled with the price of the
  computer. (presently FrontPage is not allowed
  because it is a separate application and not part
  of Microsoft Office)
• Only supplies essential for set-up may be
  purchased. (items to make the purchased
  equipment functional)

5
ETF Rules and Regulations(cont.)

• ETF will cover freight charges if and only if
  they are included in the price of the equipment.
  (We encourage you to have firm freight charges to
  avoid doing change orders and/or your department
  budget being charged.)
• When purchasing a system, all components must
  remain together. Each component will be tagged
  as such.
• Note A computer with peripherals can be
  purchased as a system and must stay together.
  Any combination of a CPU, monitor, jazz drive,
  zip drive, scanner and/or printer constitutes a
  system.
• All receiving reports should be mailed to
  Accounts Payable, MSC 5712. (orders for 5,000
  or more)

6
ETF Rules and Regulations(cont.)

• Used equipment generally CAN NOT be purchased.
  Exceptions must have the approval from SCHEV.
• If additional reference numbers are needed
  (equipment not on your approved list), contact
  the Budget Office to request additional reference
  numbers.
• Supplies essential for set-up or to make the
  equipment functional may be purchased, but no
  extra supplies. An example of unallowable
  supplies would be an extra lamp with a projector,
  or extra battery with a camcorder.

7
Requisition Requirements

• All orders should be entered into eVA as a
  non-catalog order with the exception of computers
  from Dell where a punch-out catalog will be used.
  Entering orders into eVA has ONLY ONE
  EXCEPTION orders for Dell computers to be
  included in a bulk order should be done on the
  old blue requisition forms.
• You can only purchase items on your departments
  approved list sent to you from the Budget Office.
  During the early purchase phase, only items
  purchased through ETF in prior years qualify.
• 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. The reference numbers can be
  obtained from your approved list mentioned above
  or from Accounting Services during the early
  purchase phase.

8
Requisition Requirements (cont.)

• 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 both orders.
  Also note in the comments section the purchase is
  to be combined with another order.
• You may purchase multiple items on the same
  requisition only when the items are IDENTICAL. A
  reference is required for EACH item.
• 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.
• PLEASE REMEMBER -
• You can only spend up to your TOTAL
  ALLOCATION amount, not your total requested
  amount. 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.

9
Requisition Requirements (cont.)

• 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.
• Orders placed for 5,000 or more must go out to
  bid or contract, therefore do not enter a vendor
  name unless it is a sole-source vendor.
• The freight charge CAN NOT be listed as a
  separate line item on your requisition or else it
  will be charged to the department. Combine the
  freight with the equipment cost, then note in the
  comments section the freight is included in the
  price. Try to have firm delivery pricing to
  avoid doing change orders.
• When ordering a system, individual components can
  be listed in the comments section or a document
  giving details can be attached.

10
Requisition Requirements (cont.)

• If a quote has been provided to you by a vendor
  describing a system, in the description section
  on eVA, enter ABC system per attached quote and
  attach the word document, excel spreadsheet or
  scanned document to your order. Dont forget to
  click on the add attachment box.
• If the equipment is technical in nature, attach a
  document to the eVA order describing the item.
• Installation costs are only paid if it is bundled
  with the price of the equipment therefore it
  should be on the same requisition. It should not
  be listed as a separate line item on eVA. Note
  in the comments section or description the
  installation is included.
• Building modifications are not allowable costs.

11
Dell Computer Purchases

• Orders to Dell must be entered as a catalog order
  in eVA.
• Use the Dell Premier Page to create a quote and
  save the quote. Use the following Procurement
  webpage to access that http//www.jmu.edu/procure
  ment/computers/how_to_order.shtml
• In eVA under punch-out catalogs, select the
  Dell-for James Madison catalog.
• The Dell Premier Page will open.
• From this page, select the quote by clicking on
  E-Quotes in the gray box at the top of the page.
  
• Enter the email address of the person creating
  the E-Quote and hit enter. A list of all
  E-quotes entered for that person will be
  displayed.
• Select the correct Quote and click the Retrieve
  E-Quote button.
• A shopping cart page will appear showing the
  items saved in the E-Quote.
• Click on the Create Order Requisition button at
  the bottom of the page.
• Select Tax Status, Treat order as tax exempt.

12
Dell Computer Purchases (cont)

• Shipping will default to no charge .
• Select NO for Export Intent.
• Scroll down and click Continue.
• Click Submit Order Requisition.
• You will return to the Add Items page in eVA
  which will be populated with the items from the
  Dell Punch-Out catalog and vendor name.
• Do not add any attachments.
• On the comment page, add the following general
  comment, filling in the E-Quote number, and your
  phone number.
• FD per quote E . Release
  order contract UVA-GN-0702-006. Microsoft Select
  Agreement 01S65203, Enrollment 4165030. Dell
  contact Seth_ Quillen_at_dell.com. JMU contact
  540-568- .
• Please remember to select the Office License with
  your quote if Microsoft Office is needed for the
  computer.

13
Apple Computer Purchases

• Orders to Apple must be entered as a non-catalog
  order.
• Use the Apple Discounted Educational Page to
  create a web proposal and save the proposal. Use
  the following Procurement webpage to access that
  http//www.jmu.edu/procurement/computers/how_to_or
  der.shtml
• Enter the saved Proposal number and descriptive
  information in the description box of eVA. The
  description should include the quantity of
  computers you are ordering.
• In the quantity field, always enter 1 (ONE), for
  one quote.

14
Additional Points

• 1 Transaction fee At present, the 1 fee will
  not apply to orders placed in eVA with ad hocd
  vendors. If after June 2006 we are required to
  pay the 1 fee on ad hoc'd orders, Procurement
  would process the fee exactly as they do now on
  Non- Compliant orders, through an ATV to the
  departments 154600 account. ETF funds WILL NOT
  cover the 1 fee.
• You CAN NOT use your PCard to purchase ETF
  equipment, therefore PLEASE remember to remove
  the check mark. It will be returned to the
  originator if it is not be removed.
• If your order needs further explanation of the
  equipment or a picture is needed, this should be
  in the form of a document that can be attached to
  the requisition in eVA. If the order is over
  5,000, the document can be faxed to Procurement.
• As in past years, point-of-sale purchases for ETF
  equipment are not acceptable. A requisition
  created in eVA is required for all ETF equipment.
  ONLY EXCEPTION bulk Dell orders.

15
Additional Points (cont)

• As with other eVA orders, a requisition edited by
  Accounting Services or Procurement will be
  returned to the originator for review same as
  other eVA orders.
• Turn around time accounting approval will be
  complete within 24 hours. Requisitions for
  5,000 or above will flow to Procurement and
  therefore will take whatever amount of time
  needed to complete the bid process, etc. The
  turn around time is really dependant on what the
  Procurement staff has to do.   Unfortunately,
  there is no specific time period because of the
  different procedures they might be required to
  complete. Procurement will do all they can to
  make sure items are processed as quickly as
  possible under the rules that must be followed.
• Remember -- a lot of the equipment you purchase
  is available on state contract. Try to use those
  contracts when at all possible to avoid the bid
  process.

16
Additional Points (cont)

• There are other rules and regulations pertaining
  to Equipment Trust Fund purchases that are not
  associated with eVA. It is strongly recommended
  these regulations be reviewed before proceeding
  with any orders. They are available online at
  the following url
• www.jmu.edu/acctgserv/etf.shtml

17
IMPORTANT DATES TO REMEMBER

• August 26, 2005 - Cut off date for submitting
  requisitions for early ETF purchases.
• January 31, 2006 - Cut off date for submitting
  requisitions for regular ETF purchases.
• June 30, 2006 - All equipment should be
  received and receiving report should be mailed
  (for equipment 5,000 or more) to the Accounts
  Payable Office.