How To

Acquire capital equipment.

 

Capital Equipment Purchase Requisitions

Purchase requisitions are generated in the Oracle iProcurement system with a purchase requisition or through Stanford Smartmart. Proper selection of an account number (also known as PTA-Project/Task/Award), expenditure type (ET), and purchase order category are critical to ensure accurate completion of the transaction.

All requisitions require routing to the appropriate financial approvers. In addition to financial approval, requisitions for the following require the approval of a Departmental Property Administrator (DPA):

  • Capital equipment

  • Sponsor-owned equipment or materials

  • Equipment leases, loans, and donations

  • Fabrication components

BEST PRACTICE: It is recommended that the DPA be added as the first approver to any requisitions.

Pre-purchase Screening

To maximize the utilization of equipment on hand and eliminate unnecessary purchases, internal pre-purchase availability screening is required by the Department Property Administrator (DPA) (or designee) on capital equipment acquisitions. Pre-purchase screening can be accomplished by performing a query in the SFA DPA Screening section of SPARC.

External screening may be required on purchases made on federal contracts if specified in the award terms and conditions. Please contact the Property Management Office if your transaction requires a DD1419 or similar pre-purchase approval or screening document.

It is critical to select the proper account number (also known as PTA-Project/Task/Award), Expenditure Type (ET), and Purchase Order (PO) category to ensure accurate completion of the transaction.

It is also critical to route all requisitions to the appropriate financial approvers. In addition to financial approval, requisitions for the following require approval of a DPA (Department Property Administrator): 

 

The following guidelines apply when acquiring equipment:

  1. The acquisition of equipment and or supplies is based on an established need in support of Stanford related business. 

  2. The acquiring organization must screen for available items to minimize duplicative acquisitions. 

  3. Acquisitions are allowable, reasonable, allocable, and consistent and are allowed by the terms and conditions of sponsored agreements.

Stanford policy prohibits the use of Stanford Pcards, personal funds or personal credit cards to purchase capital equipment or material for fabricated equipment.

Contact

For more information, please contact:

Stanley Dunn

Associate Director

Property Management Office

(650) 725-0081

Filed under Equipment

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