A.  SUMMARY OF ADMINISTRATIVE PROCEDURE

This policy explains the process involved in screening for existing equipment prior to the purchase of new equipment funded by federal grants and contracts.

1.      Why is a Screening Policy Necessary?  Government regulations require that existing equipment be fully utilized before federal funds are expended on equipment.

2.      Responsibility:  The project director on federal grants and contracts is expected to contact their appropriate Departmental contact, such as a BSC’s business manager, and, if necessary, Property Control to determine availability and suitability of substitute equipment for a proposed purchase.

B. Detailed Operating procedure

1.      General Screening: Before purchasing equipment with a unit cost above USNH’s capitalization threshold ($5,000) using grant or contract funds, the project director is expected to check with their appropriate Departmental contact for availability and suitability of existing equipment.  In addition, a report is posted online on the second business day of each month to http://www.finadmin.unh.edu/equip/sci_equip.html.  If the equipment cost exceeds $25,000, the project director must receive written confirmation from Property Control confirming that no comparable equipment exists on campus.  This approval is received after the Grant and Contract Administrator has reviewed the grant or contract proposal and forwarded a review request to Property Control. 

2.      Contract Screening:

a.       Industrial plant equipment is used for altering the physical properties of materials, components or end items used in manufacturing, maintenance, supply, processing, assembly, or research and development operations.  For industrial plant equipment purchased on a DOD or NASA contract and costing more than $15,000, the project director must complete a DOD Industrial Plant Equipment Requisition Form (DD Form 1419) and obtain government approval prior to purchase.

b.      Automatic data processing equipment means computer components and systems, including peripheral, auxiliary, and accessory equipment used in support of computers. For automatic data processing equipment purchased on a DOD or NASA contract and costing more than $25,000, the project director must complete an Automation Equipment Requirement Form (DD Form 1851) and obtain government approval prior to purchase.