Equipment

Purchases of Equipment Costing over $2,000

Equipment that costs $2,000 or more may be purchased through transfer of funds from the department’s general expense account to the department’s equipment budget. The MFK includes organizational account code 340. The department does not need authorization in advance for such a transfer. The department submits a Blue Requisition (Purchase Requisition) for the Dean’s signature.

Grant funds may also be used to purchase equipment. These expenditures are monitored by the Grants Accounting Office, not by the College. Granting agencies frequently have regulations governing the use of grant funds to purchase, lease, rent, and maintain equipment, as well as governing the ultimate ownership of research-related equipment. Consult the Division of Sponsored Programs for more information.

Instructional Equipment Requests

In the summer or early in the fall semester, the Dean’s Office asks the DEO to submit a comprehensive, prioritized list of the department’s equipment needs. The College reviews the requests to see how they fit collegiate priorities and to develop its case for equipment support from the University’s central administration. When a request is approved, the department receives instructions on how to proceed with the purchase.

The College attempts to adhere to the department’s priorities. If the department’s equipment needs change during the year, the DEO sends the Dean’s Office a revised priority list and explanation.

Unavoidable Loss of Equipment

If equipment is damaged by fire, lightning, flood, or other natural disasters and substitute equipment is not available, the DEO sends Dean Kearney a completed Request for Equipment Allocation form, along with a letter describing the loss, its impact, the original source of funds, and security measures taken before and after the loss.

When equipment is stolen, the DEO reports the theft to the Department of Public Safety. If the equipment is not recovered and substitute equipment is not available, the DEO sends Dean Kearney a copy of the Incident Report, the University’s Request for Equipment Allocation form, and a letter describing the loss, its impact, the original source of funds, user access, and security measures taken.

The College applies for reimbursement through the self-insurance fund administered by the University’s Risk Manager, Diana Cook, under guidelines set by the University’s Facilities Renewal and Equipment Committee (FREC). Generally, there is a $500 departmental deductible assessed to each incident of damage or theft. The deductible may be higher or the claim refused if reasonable preventive measures were not used or if such measures are not implemented to prevent further loss. (See the Operations Manual V-15 and V-20.)