• Property Management Manual
  • Introduction
  • What is Equipment?
  • Equipment Classifications
  • AM's Role in Property Management
  • Department's Role in Property Management
  • Tagging Procedures
  • Updating Information
  • Moves / Relocations / Transfers
  • Unlocated Property
  • Property Transfered to Another Department
  • Transfering Property to Another Educational Institution
  • Employment Termination
  • Surplus Equipment Policy
  • Equipment Disposition
  • Equipment Purchased with External Funds
  • Disposition of Federally-Owned Property
  • Property Inventory
  • Composition of the Database
  • Reports Available
  • Glossary of Terms
  • Forms

Equipment Purchased with External Funds

WPI receives support from the Federal Government and other external sources in the form of contracts, grants, and other agreements. Sponsors will sometimes impose unique administrative requirements for property management. All equipment purchases are subject to the terms and conditions of each award. All persons responsible for the purchasing of equipment with external funds should be aware of award terms and conditions. Award information is available from Research Administration, x5359.

In general, scientific equipment purchases with a unit acquisition cost of $500 or more and having an anticipated useful life of one year or more, and all purchases of general purpose equipment (e.g., computers, typewriters, refrigerators, etc.) require prior approval by the awarding agency. If approval is not specifically shown in the award document or the approved proposed budget, written approval must be obtained before proceeding with procurement. Some federal agencies have delegated the approval authority for equipment to the recipient institution in the award document. To obtain institutional approval by the Manager of Research Accounting, when it is allowed, the PI would prepare a request including a description of the equipment, estimated cost, technical justification, the budget line in which the funds are available within the approved budget, and why the funds are available. A WPI Purchase Order (PO) form (see FORMS section) should be used for this purpose.

According to A-110 guidelines, unused supplies in excess of $5k need to be credited back to the awarding agency. Asset Management is to be notified of all excess supplies at the completion of contract or grant.

When prior approval is required from the awarding agency, WPI must send a written request. The request should include justification, description and cost of the equipment and the reason for availability of the funds. This letter must be signed by the PI and the Director of Research Administration, and a copy of this letter must be forwarded to the Administrator of AM prior to forwarding the request to the awarding agency.

A. Federal Screening Procedures

Federal regulations require that existing equipment be fully utilized prior to purchasing similar or replacement equipment.

The University conducts an internal, campus-wide screening of all sponsored projects equipment purchases having a unit acquisition cost of $25,000 or more. The non-availability of the item of equipment is certified before the equipment purchase is approved.

Items of Industrial Plant Equipment (IPE) having a unit acquisition cost of $10,000 or more to be purchased under a Department of Defense contract must be screened and approved by the Defense Industrial Plant Equipment Center (DIPEC). DIPEC maintains a database of federally-owned Excess IP equipment which is screened for like or substitutable equipment. The department for which the equipment is being purchased will complete and submit the required DD Form 1419, "Certification of Non-Availability" to AM for signature before forwarding it to DIPEC to obtain approval of any such purchases.

Items of Automatic Data Processing Equipment (ADPE) having a unit acquisition cost of $25,000 or more to be purchased under a Department of Defense contract must be screened and approved by the Defense Automation Resources Information Center (DARIC). DARIC maintains a database of federally-owned Excess ADP equipment which is screened for like or substitutable equipment. The DD Form 1851, "Automation Equipment Requirement" must be submitted according to the same procedures followed above for the DIPEC form.

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Last modified: May 29, 2007 11:34:19