The Equipment Trust Fund Program administered by SCHEV provides an additional funding source that allows higher education institutions to purchase equipment. Equipment purchased with Trust Fund monies is not owned by the University but is tied to leasing agreements with the VCBA. Once a leasing agreement has been satisfied (for a particular allocation), ownership passes to the University. In addition to general rules applicable to all equipment, specific guidelines apply to the acquisition, maintenance, and disposal of ETF equipment. Failure to satisfy these requirements could jeopardize future allocations of ETF monies. Please refer to Section 6005 of the Financial Procedures Manual for more information.

SPECIAL NOTES:  

New Changes to the ETF Process beginning July 1, 2026.

New timeline – see ‘Calendar’ link below for updated schedule of events

SCHEV has moved up the timeline. Beginning in March departments will gather the necessary information needed to complete the ETF REQUEST FORMS. This includes previously approved items and items pending SCHEV approval.

 ETF Purchase Forms – see ‘ETF Purchase Forms’ link below

There will only be one workbook, the “ETF Purchase Forms” workbook that contains both forms. The “ETF Purchase Forms” workbook contains a tab for both the “ETF Previously Approved Form” (formally the early purchase form) and the “ETF Pending SCHEV Approval Form” (formally the pending purchase form). Old versions of the forms will no longer be accepted.

ETF Payment Changes, Invoice and Receiving Report Requirements

If a vendor only accepts credit cards, you may use that vendor. However, you CAN NOT use your departmental SPCC (small purchase credit card) to buy ETF equipment. The purchasing process is the same as in previous years, NEVER use your SPCC and the order must go through eVA for approval by Mariea McNeill. If a departmental SPCC is used in error, the equipment will be paid for with your departmental funds. This will not flow to Fixed Assets for approval prior to purchase and cannot be covered by ETF funds.

**If the equipment can be paid for with a SPCC, the new ETF SPCC will be added to the requisition during the approval process through Fixed Assets by Mariea McNeill.

All purchase invoices must be submitted to Mariea McNeill in Fixed Assets along with a receiving report for ALL ETF equipment. Send the invoice, completed receiving report and any other documentation for the purchase to Mariea McNeill, MSC 5704 or by scanning to mcneilma@jmu.edu. Any invoices for vendors that do not accept credit cards will be forwarded to Accounts Payable for payment.

ETF Process:

ETF equipment that has been bought in previous years and/or approved by SCHEV can be purchased as early as July 1st, upon receipt of ETF reference numbers. A list of approved items can be found in the ETF Purchase Forms workbook, see link below. You will need to submit your previously purchased/approved items on the “ETF Previously Purchased Form” in the ETF Purchase Forms workbook, see link below. Submit these to Mariea McNeill in Fixed Assets at mcneilma@jmu.edu. Refer to the calendar link below for dates/schedule of events. Ordering should begin upon receipt of reference numbers.

 Any equipment that has not been purchased in previous years and/or approved by SCHEV will need to be submitted on the “ETF Pending SCHEV Approval Form” in the ETF Purchase Forms workbook. Submit this form to Barbie Shifflett in OBM (Office of Budget Management) at etf@jmu.edu. Items not previously approved will be submitted to SCHEV for approval prior to reference numbers being issued. Once SCHEV approval is received, reference numbers for those items will be issued. Ordering should begin upon receipt of reference numbers.

All ETF Previously Approved Forms must be submitted to Mariea McNeill – mcneilma@jmu.edu and all Pending SCHEV Approval Forms to Barbie Shifflett by e-mail by 12:00pm on the last day of business in May.

NOTE:

The ‘early’ purchasing may not occur every year. A decision will be made by upper management each year as to whether equipment will be purchased before SCHEV approval.

Basic Workflow, Rules & Regulations, and Requisition Requirements and Frequently Asked Questions

ETF Purchase Forms
(equipment request forms, previously called early and pending forms)

Receiving Report

ETF Calendar

When can I surplus my equipment?

Any questions relating to purchases and purchase qualifications should be directed to Mariea McNeill at 540.568.3724 or mcneilma@jmu.edu.

EQUIPMENT TRUST FUND CONTACTS

Items Excluded from ETF Funding

• Library books, films, videotapes and library materials
• Microfilm collection and materials
• Library shelving
• Office appurtenances (blinds, carpet, file cabinets and similar items)
• Office furniture (desks, chairs, tables and similar items)
• Transportation equipment
• Equipment normally affixed to a building or functional as a part of an operating system of a building
• Climate control and security systems
• General telecommunications equipment
• Building
• Equipment (except computers) with a useful life of less than 7 years
• Computers with a useful life of less than 3 years
• General applications software (Microsoft Office, Adobe Acrobat, etc.)
• Items costing less than $500
• Used equipment