Synopsis
The purchase of capital equipment (equipment with a unit cost of $5000 or more) often requires the prior by the sponsor if:
- the purchase of capital equipment was not included in the award budget, or
- the PI or PD wishes to purchase a piece of capital equipment different from that included in the award budget
The ORS New Award Notification indicates whether prior approval for capital equipment is required or not.
PostAward Procedure
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PROCEDURES: ROLES AND RESPONSIBILITIES
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DEPT
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:: Checks the ORS New Award Notification for prior approval requirements for equipment purchases
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If sponsor approval is required...
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If sponsor approval is not required...
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DEPT
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:: Writes letter requesting permission to purchase equipment
:: Completes rebudgeting form
:: Sends letter and form to ORS
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DEPT
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:: Completes rebudgeting form
:: Sends to ORS
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ORS
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:: AD/P reviews the letter and confirms the terms and conditions
:: Co-signs letter and returns to DEPT
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ORS
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:: AD/P approves the form and confirms the terms and conditions
:: Sends the rebudgeting form to OSP
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DEPT
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:: Forwards request to sponsor
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ORS
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:: Receives sponsor's approval
:: Notifies the DEPT
:: Sends approval and rebudgeting form to OSP
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DEPT
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:: Completes purchase requisition, screening form, usage agreement and sends to OSP
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OSP
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:: Reviews and gives final approval
:: Revises SAP R/3 to reflect the rebudgeted figures
:: Sends purchase requisition to Procurement
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DOCUMENTATION: OFFICES OF RECORD
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ORS
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:: Keeps record of approval in award file
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OSP
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:: Keeps record of approval, screening and usage forms in award file
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DEPT
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:: Keeps backup documentation of purchase
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PROCUREMENT
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:: Keeps documentation of purchase
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SPECIAL NOTES
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Purchasing equipment in the final year of a sponsored project, whether it's in the approved budget or not, takes special consideration and should be carefully justified and approved by the department, ORS, OSP, and the sponsor if necessary.
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