eProcurement Meeting April 22, 2010

Office Equipment Gina Kerr, Indiana Department of Administration

Agenda

• Updated Requisition Requirements & Reminders– Justification Questions– Multiple Fiscal Year encumbrance– Adding Accessories– Invoice Payments

• Contact Information • Questions• Friendly Reminders & Meeting Recap

How to REDUCE denied Requisitions?

Justification Questions

• Include completed justification questions on:– New Lease or Purchase – Fax Purchase– Printer(s)

• Adding Accessories– Forthcoming Justification question section

New Lease?

• Multiple Fiscal Year Encumbrance• All (4) Years must be represented on requisition • Itemize each:

Equipment Maintenance/Minimum Volume Overages (optional) Color Impressions (optional)

• NOTE: DO NOT put Overages & Minimum Volume on same line item

Adding Accessories OR Overage Payments

Adding Accessories• Forthcoming Justification question section• Include component identification• Make & Model of Base Machine,• Serial # or Equipment ID• All later added accessories are purchased outright

Overage Payments• Must include Serial # or Equipment ID associated with

Overages Bill• Name of month & # of months covered on Purchase

Order

Contact Information• IDOA website for Office Equipment

– http://www.in.gov/idoa/2449.htm

• Department of Administration Project Manager:– Gina Kerr– gkerr@idoa.in.gov– 317-234-4998

Questions

Friendly Reminders & Meeting Recap

1. Include the Serial # or Equipment ID

2. Include completed justification questions on:– New Lease or Purchase – Fax Purchase– Printer(s)

3. Itemize the Charges EquipmentMaintenance/Minimum VolumeOverages (optional)Color Impressions (optional)