Wayne State University

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Policies and Procedures

APPM

6.1 Acquisition of Equipment

POLICY

This policy section applies to university and externally funded purchases and acquisitions of equipment, Government or Sponsor owned equipment, certain equipment leases, fabricated assets, donated equipment, transfers of excess federal equipment to the university, and transfers of research or any other equipment to WSU from other institutions.   All equipment acquisitions meeting the university's capitalization threshold require that an equipment tag issued by the PMO be affixed.  All capitalized assets must also be recorded in the university's Fixed Asset System.  Certain award provisions may dictate that the university tag equipment even if the unit cost is less than the university capitalization threshold (refer to Appendix 2 - Account Code Guidelines for Equipment Acquisitions).

Non-capitalized equipment items are not recorded in the Fixed Asset System and are not assigned a pre-numbered equipment tag.  A department may request that PMO issue a tag which indicates that certain assets are the "Property of Wayne State University".  These tags should be affixed to all computer equipment and other non-capitalized equipment items with substantial value. Departmental inventory records of such equipment should be maintained.

Procedures for Purchases and Acquisitions of Equipment, Equipment Leases and Fabricated Assets:

Responsibility

Action

Equipment Acquirer

(PI/their designee or other authorized departmental representative)

  1. Perform pre-acquisition screening process for equipment which will be purchased in full or partially using federal funds which meets criteria defined in Section 6.1.1.

  2. Initiate requests for the purchase of equipment in accordance with the appropriate university procurement procedures.   (Note:  When acquiring property for sponsored programs refer to Section 6.1.1).

  3. PI obtains export control classification of item from vendor if equipment has or could have military use(s) (contact the Division of Research - Export Control department or refer to their website).

  4. Notify department upon completion of fabricated equipment indicating description, location and total cost.

Requisition Processor

  1. Complete online purchase requisition consistent with university requirements.

  2. Attach the Equipment Availability Screening Verification form with the submission of the online purchase requisition, if applicable.  

  3. Complete on-line purchase requisition.

Department

  1. Assist PI in the pre-acquisition screening process.

  2. Review and verify information received from PI regarding the completion of fabricated equipment.  Provide information to PMO for input into the Fixed Asset System and tagging.

  3. Notify PMO via an Asset Activity Transmittal Form in instances where previously leased equipment is purchased.

  4. PMO will send equipment tag with specific instructions as to where to affix the tag and the Departmental Asset Activity Transmittal form.

  5. Department should affix the tag immediately per the instructions and review information on the Departmental Asset Activity Transmittal form.   Any changes should be noted on the form.  Sign, date and return the form to PMO.

  6. Retain copy of applicable form.

S/C/D Administrative Manager

  1. Approve online purchase requisition.

SPA

  1. Review and approve/deny online capital purchase requisitions, according to APPM Section 2.2.1 - Special Approvals.  Insure compliance with federal regulations or any special provisions required by the sponsoring agency or specific grant or contract.

  2. Determine if purchase falls under the Export Control regulations.  Notify Export Control Compliance Office and provide guidance to PI and/or Department.

  3. Determine and document relevant information indicating if equipment title vests with the University or with the external sponsor.

  4. Inform PMO of any subsequent changes in title, terms, conditions, or transfer of accountability from one award to another.

Central Receiving

  1. Receive deliveries and process receipt in accordance with APPM 8.12 Receiving and Shipping.

Procedures for Donated Equipment:

Responsibility

Action

Department

  1. Notify Development and Alumni Affairs Office of any donated equipment.

  2. PMO will send equipment tag with specific instructions as to where to affix the tag and the Departmental Asset Activity Transmittal form.

  3. Department should affix the tag immediately per the instructions and review information on the Departmental Asset Activity Transmittal form.  Any changes should be noted on the form.  Sign, date and return the form to PMO.

  4. Retain copy of applicable form.

Development and Alumni Affairs Office

  1. Include donated equipment information on the monthly Report of Gift-In-Kind Donations and provide copy to Accounting.

Procedures for Transfer of Excess Federal Equipment or Transfer of Equipment from Other Institutions:

Responsibility

Action

Equipment Acquirer

(PI/their designee or other authorized departmental representative)
  1. Principal Investigator (PI) transferring from another education institution to WSU or receiving excess federal equipment must notify PMO, SPA and WSU department of proposed incoming research equipment.  The PI must provide the equipment list along with the description, purchase date, original cost, title ownership, net book value and any other pertinent information.   Incoming research equipment requires approval of:
    1. Sponsoring Agency when the sponsor holds title to the equipment.
    2. Sponsoring Agency and institution transferring the award if an active award will be continued at WSU.
    3. Transferring institution and WSU when the transferring institution holds title and equipment request is not based on an active award.  The transferring institution may seek reimbursement from WSU.

After completion of all approvals, shipping arrangements will be coordinated by WSU department and transferring institution.  

Department  

  1. Coordinate shipping activities for approved equipment transfers to university. Notify PMO and S/C/D Administrative Manager of transfer related activities and timing.

  2. PMO will send equipment tag with specific instructions as to where to affix the tag and the Departmental Asset Activity Transmittal form.

  3. Departmental should affix the tag immediately per the instructions and review information on the Departmental Asset Activity Transmittal form.  Any changes should be noted on the form.  Sign, date and return the form to PMO.

S/C/D Administrative Manager
  1. Verify receipt of all authorized equipment being transferred to WSU and send the verified list within two working days to PMO.