GAP 200.080, Equipment Screening and Shared Use on Federal Sponsored Projects

  1. General
  2. Equipment with an Estimated Unit Cost valued between $5,000 and $19,999
  3. Equipment with an Estimated unit cost valued at $20,000 or more

 


 

I. GENERAL

This procedure applies to capital equipment purchased with federal government funds except purchases for the fabrications of systems (G/L account 668300) or computer software (G/L account 667600.) The federal government requires that educational institutions have a system designed to promote the shared use of equipment. The institution must document that like equipment or substantially similar equipment is not available for shared use before capital equipment may be purchased with federal funds. This procedure must be followed even when the equipment required is specifically approved and funded in the award.

To meet this federal requirement, Duke University has an Equipment Screening Certification which must be completed for all purchases of capital equipment from federal funds (i.e., WBS Elements 30x through 34x, 20x through 24x and any 35x,  38x, 25x, or 28x  WBS Elements which were originally funded by a Federal agency). There are two different versions of the form based on the estimated cost of the equipment to be purchased:

NOTE: Equipment with a unit cost of less than $5,000 is not capitalized under Duke University accounting procedures so is not subject to the requirements of this procedure.

A completed Equipment Screening Certification must be attached to the purchase requisition when it is sent to the Office of Sponsored Programs; if it is not, the requisition cannot be approved.

If entering the purchase requisition in SAP:

  • If the estimated unit cost is $5,000 to $19,999, include the information from the Equipment Screening Certification in the notes section of the requisition. It will be routed automatically through the system to the Office of Sponsored Programs, no paper form is required.
  • If the estimated unit cost is $20,000 or more, a paper certification must be submitted to the Office of Sponsored Programs.

If entering the purchase requisition in Buy@Duke:

  • Duke departments using Buy@Duke may submit a cart with the required Equipment Screening form completed and it will be routed via workflow to the Office of Sponsored Programs for review.

Questions concerning this procedure should be directed to the Office of Sponsored Programs.

 

II. EQUIPMENT WITH AN ESTIMATED UNIT COST VALUED BETWEEN $5,000 AND $19,999

Principal Investigators requiring equipment with an estimated unit cost of $5,000 to $19,999 must determine, to the best of their direct knowledge, whether such equipment or a similar substitute item is available for shared use.

If shared use is possible, complete the Duke University Shared Usage Agreement. The agreement must be signed by the borrower and lender and forwarded to the Office of Sponsored Programs.

If, to the best of the knowledge of the Principal Investigator, no suitable item is available for shared use, the Principal Investigator or designee must complete the Equipment Screening Certification and forward it with the purchase requisition (either paper or electronic depending on method of submitting the purchase requisition see instructions in section 1) to the Office of Sponsored Programs. Requisitions not accompanied by the required certification will be returned to the department.

 

III. EQUIPMENT WITH AN ESTIMATED UNIT COST VALUED AT $20,000 OR MORE

Principal Investigators requiring equipment with an estimated unit cost of $20,000 or more must complete the top part of the Equipment Screening Certification and send it to Duke University Surplus Property Office.

Duke University Surplus Property Office will review their inventory to determine if the University already has similar equipment declared surplus.

A. If a like item or a similar substitute item is not found:

  • Duke University Surplus Property Office completes the Equipment Screening Certification, certifying no such item is surplus, and returns it to the Principal Investigator.
  • The Principal Investigator sends the completed Equipment Screening Certification to the Office of Sponsored Programs with the purchase requisition for the required equipment.

B. If what appears to be like or similar equipment is available through Duke University Surplus Property Office:

  • Duke University Surplus Property Office completes the Equipment Screening Certification, indicating that similar equipment is surplus and may be available for shared use.
  • Duke University Surplus Property Office returns the Certification to the Principal Investigator.
  • The Principal Investigator contacts Duke University Surplus Property Office to determine if the equipment is suitable for performing the requirements of the Principal Investigator.
  • If the equipment is suitable, the equipment must be purchased through the Duke University Surplus Property Office.
  • If the equipment is not suitable, the Principal Investigator completes and signs the Equipment Screening Certification. The Principal Investigator attaches the Equipment Screening Certification to the purchase requisition for the equipment and sends them to the Office of Sponsored Programs.

 

Note: This guidance is administrative in nature and is not a cost reimbursement policy. Failure to comply may or may not result in adjustments of charges to the award. Noncompliance with this policy does not mean this cost is unallowable from an external perspective. Any adjustments of charges will be as required under applicable federal cost reimbursement principles. If a cost is removed from an award for any reason, whether or not related to this guidance, the cost will generally be charged to departmental funds.