Equipment Management

• Threshold Value
  1. $5,000.
  2. Includes charges such as sales taxes, accessories and initial complement of supplies needed to put the equipment into operation.
• Useful Life
  1. At least one year.
  2. See Useful Life Schedule.
• Independence
  1. Physically stands alone.
  2. "Stand alone" does not necessarily mean functional independence. An item that operates with, or plugs into, another piece of equipment may still be considered a separate inventorial item.

Verify the following:

1. Items are budgeted or otherwise allowable under agency guidelines.
2. For equipment purchases - at least 120 days remain before project expiration.
3. For other goods and services - at least 30 days remain before project expiration.

Contact Sponsored Projects Administration (SPA) with questions or for approval of exceptions.

Review contract/grant synopsis:

• If title is with the Federal Government, it is non-taxable.
• If title is with the Regents or other, it is taxable.

The title status of equipment purchases will determine the degree of control, tagging, and applicability of state sales tax.

1. Determine the appropriate purchasing method.
2. Ensure that the correct object codes [to be updated when Requisition Training guide is ready] are used.
3. Include the following:
   • Functional description of equipment.
   • Manufacturer's name.
   • Manufacturer's model number (or catalog number if model number is not available).
4. It may be necessary to assign different object codes for equipment and non-equipment items on the same order.
5. Initiate the purchasing requisition in UCIBuy+.

Place decal in a visible location.