Equipment Screening

I. PURPOSE

To outline responsibilities and procedures regarding screening requisitions for equipment purchases to ensure proper utilization of existing equipment before acquisition of additional equipment.

II. RESPONSIBILITIES AND PROCEDURES

Equipment purchases from funds controlled by the University are not authorized if the University already possesses identical, substantially similar or functionally equivalent equipment that is reasonably available for use by the requisitioning department.

1. Equipment over $5,000 but not exceeding $25,000

a. Before submitting a requisition for purchase of equipment estimated to cost more than $5,000, the requisitioning department is expected to conduct a conscientious search to determine the existence within the department of equivalent equipment and its availability.

b. It is assumed a departmental search has been done before submitting requisitions to Purchasing Services for processing.

2. Equipment exceeding $25,000

a. All requisitions for the purchase of capital equipment with an expected price of $25,000 or more must be systematically screened campus-wide for availability of equivalent equipment, with the assistance of the Property Manager. The Property Manager must certify on the requisition that this process has been completed.

3. Equipment totalling $100,000 or more

a. All requisitions for the purchase of capital equipment with an expected total price of $100,000, or more, must be accompanied by a written justification of need and approved by the Vice Chancellor for Business and Financial Affairs or their designees (see Justification of Need, University Purchasing Policy, 4.E)

III. EXCEPTIONS

NONE

IV. RELATED ITEMS

Large Purchases - Requisitions (University Purchasing Policy, 2.C)
Restricted and Special Purchases (University Purchasing Policy, 4.A)
Justification of Need (University Purchasing Policy, 4.E)

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