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Pre-Acquisition Screening and Shared Usage Policy

West Virginia University Policy
Division of Administration and Finance


WVU-PS-8

PRE-ACQUISITION SCREENING & SHARED USAGE POLICY

PURPOSE

The purpose of this policy is to explain why the pre-acquisition screening is essential in determining the existence of identical or similar equipment within the University that can be shared by two (2) or more units to achieve maximum use of funds.

SCOPE

This policy applies to all University employees, including those on the regional campuses.

POLICY

Requisitions for equipment utilizing federal funds must be subjected to a

pre-acquisition screening (PAS) and shared usage process prior to acquisition in accordance with Federal Regulations as discussed below.

Equipment assets to be purchased under the 3000/3xxx object code with federal grant/contract funds will be subjected to PAS.

  • Equipment assets with an acquisition cost of $5,000 to $10,000 will be subjected to PAS within the requesting “CUFS AREA”.
  • Equipment assets with an acquisition cost over $10,000 will be subjected to PAS University-wide.
  • Equipment assets that require screening at the federal level are as follows:

$25,000 or > Data Processing Equipment
$10,000 or > Plant Equipment
$5, 000 or > NASA Equipment

PROCEDURE

Procedure development rests with Procurement Services.

RESPONSIBILITY FOR IMPLEMENTATION

All employees are charged with providing full support to this policy. It is the responsibility of the Dean or Director to implement and maintain this policy within their college, department, or unit. Procurement Services, at 293-5111 or P.O. Box 6024, is available to answer questions or provide additional information regarding this policy.

RESPONSIBILITY FOR INTERPRETATION

The responsibility for interpretation of this policy rests with the Controller, West Virginia University.

Effective Date: September 10, 1998
Approved By: Scott C. Kelley, Vice President