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