8. Sponsored Programs Equipment Screening & Acquisition

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    I. Purpose

    The purpose of this instruction is to outline procedures concerning the screening and acquisition of equipment for sponsored programs.

    II. General

    Federal agencies have the authority to disallow reimbursement for new equipment when suitable equipment is already available.  It is therefore essential that prior to procurement the requirement be justified and a screening action is accomplished and certified as outlined in this instruction to ensure equipment non-availability.

    III. Policy

    The following applies to requests for equipment costing $5,000 or more which will be charged to contract or grant fund account prefix (5-3).

    A.  For equipment with an acquisition cost of $5,000 to $10,000, departmental property records should be reviewed.

    B.  For equipment with an acquisition cost greater than $10,000, a campus-wide review should be conducted.

    C.  After an award is received, screening should be conducted sufficiently in advance of the actual need in order to permit timely acquisition of equipment by purchase or from surplus or excess property.

    D.  If emergency needs will not permit sufficient time to screen for excess government property without delaying the progress of the project, the circumstances should be indicated on the certificate mentioned below.

    IV. Procedure

    A Principal Investigator requiring equipment costing $5,000 or more should proceed as follows:

    A.  For equipment with an acquisition cost of $5,000 to $10,000, an approved REQ will be considered as certification that the item was not located or available within the department.

    B.  For equipment with an acquisition cost greater than $10,000, the Principal Investigator should conduct a campus-wide review. Property Management can search University and federal equipment records and furnish a list to inform the PI that:

        1. Required or similar equipment could not be located in University records; or
        2. Required or similar equipment is shown on the records in custody of a certain department and is located in a certain building.
        3. Check for equipment availability. If records indicate the University has the required or similar equipment, the Principal Investigator should contact the department which has custody and ascertain the availability and suitability of the equipment for the project.
        4. Screening certification. If the above actions indicate the equipment is not available at the University or is determined by the Principal Investigator to be unavailable at the time and location required, the PI should complete and sign the “Certificate of Screening”.
        5. Equipment purchase. Equipment should be requested by the Principal Investigator using a REQ, accompanied by a completed “Certificate of Screening”. 

    V. Forms

    The “Certificate of Screening” form may be obtained from Property Management online at: http://busfin.colostate.edu/Forms/General_Forms/fmscrn.doc