UNIVERSITY OF VIRGINIA
FINANCIAL AND ADMINISTRATIVE PROCEDURES MANUAL
TITLE: PREPARATION OF PURCHASE REQUISITION PROCEDURE: 10-34
FOR EQUIPMENT TRUST FUND (ETF) ITEMS
Policy Reference: X.C.1
Form: University of Virginia Purchase
Requisition
Obtain Blank Forms From: Purchasing and Materials Services
Storerooms Stock Number 39599-011
Forward Completed Forms To: Original (white) only--should be
sent to Equipment Trust Coordinator,
Reporting and Control, Carruthers
Hall. Attach all correspondence,
quotations, samples, etc., relative
to the order. The pink copy should
be retained for departmental
records.
Purpose
To requisition ETF items.
THIS PROCEDURE IS ONLY FOR ETF PURCHASE REQUISITIONS. FOR ALL
OTHERS, REFER TO PROCEDURE 7-11, "PREPARATION OF PURCHASE
REQUISITION."
Instructions
All information included on the Purchase Requisition must be typed
or printed legibly. The numbered items on the sample form should
be completed as follows:
Required Entries
1. Date requisition is typed by the requisitioning department.
Use mm/dd/yy format.
2. Enter the purchasing location code "ET" - This code is
assigned to the Equipment Trust Coordinator who will receive
copies of the purchase orders and/or invoices.
3. Enter delivery location code - a preassigned five-character
code that stands for delivery address, where goods will be
sent or where services will be performed.
4. List as many sources as known for competitive bidding.
5. Enter departmental name, room/box number, requisitioner's
name and phone number; enter the contact person's name and
phone number and date needed. ASAP is not acceptable.
6. Leave blank.
7. ENTER "ET FUNDS" and, if split-funded, the other 11-digit
account code(s) to be charged. Equipment Trust Coordinator
will enter 11-digit account code designated for "ET FUNDS."
Specific instructions follow:
Account codes from different sources of funds CANNOT be mixed
on a single purchase requisition. ETF purchases that must be
charged to account(s) from different sources of funds must
first be charged to the ET funds, then distributed to other
accounts using the IDT process.
SOURCE OF FUNDS TO LEDGER CROSS REFERENCE
Hospital-State: Ledger 2 and some Ledger 7
University-State: Ledger 1, 3, 5 and most Ledger 7
Local: Ledgers 4, 6, 8
Include Form
Situation Percentages? Item # Instructions
ET FUNDS for
entire
requisition. No 7 ----
Entire
requisition
split between
several accounts. Yes 7 Include percentages for
each account. Percentages
must total 100% . Use
only whole percentages--
no fractions.
Include Form
Situation Percentages? Item # Instructions
Individual items
charged to more
than one account/ Yes 7 & 11 TYPE "see below" in
object code. item #7. In item
#11, enter 11-digit
account code(s) for
each item under
description for that
item. Include
percentages if more
than one account per
item. Total
percentages for each
line item must to sum
100%. Use only whole
percentages- no
fractions.
8. Check box if requesting an extended test/inspection period
before payment. See reverse side of form for more
information.
9. Check box if requesting sole source approval. Be sure to
attach sole source justification form (General Stores stock
39599-080). See reverse side of form for more information.
10. Leave blank. For Purchasing and Materials Services use only.
11. Give complete description of each item (number each line
item), including catalog, stock and model numbers, and
manufacturer's name. Include account code(s) and percentages
as applicable. See item #7.
On a separate line, enter ETF priority number(s) as follows:
ETF # xxx
12. Enter quantity, unit of measure and when possible, estimate
the unit prices.
13. TYPE or legibly print name, title, date, and telephone number
of approving authority. The form must be signed by the
department or activity head, principal investigator, or the
official designee. Signature stamps are not allowed. ONLY
ONE SIGNATURE IS NEEDED BY PURCHASING AND MATERIELS SERVICES.
The second signature block is provided for departmental or
hospital needs.
Optional Entries
Note: Departments may also complete the following items for
goods/services expected to cost in excess of $499.99 but less than
$5,000.00.
(sample on page 10.34.6)
------------------------See Back of form--------------------------
14. For each vendor quote, state the vendor's name, the date on
which the quote was received, and the name and phone number
of the vendor's employee who provided the quote.
15. Enter description of item(s). If needed, state the urgency
of the situation on a separate page.
16. Enter price quotation.
17. Enter payment terms, delivery date, FOB point, and freight
charges if any.
18. Enter signature of person obtaining quotes.
19. Forward Purchase Requisition to Equipment Trust Coordinator,
Financial Analysis, Carruthers Hall, unless one of the
following approvals is required:
Forward Purchase
Condition Requisition to: Special Instructions
Purchase of $500 Office of Sponsored
or greater using Programs
a ledger 5 account
ADP Resource Administrative See Procedure 7-42
Purchase Computing Services through 7-48 for
more information.
Telecommunication Assistant Vice Pres. See Procedure 7-40
Equipment Purchase for General Services for more information.
Radioactive Office Environmental See Policy VII.A.2.
Purchase Health and Safety
Purchase requisitions illegibly completed, without a complete
signature, or incomplete in any other way will be returned to the
requisitioning department.
After a purchase order is issued, encumbrance changes should be
made only by the Equipment Trust Coordinator.
ISSUED BY: 08/01/92
Chief Contracting Officer and
Dept. of Financial Analysis 10.34.4