- ACQUISTION PROCESS AND PROCEDURES FOR INVENTORYING
The Office of Property Administration (OPA) is responsible for keeping a master computer file current on all capital equipment. At the same time, OPA depends upon the cooperation of the responsible people in the various departments, offices, centers, etc. to assign correct account code for purchases, know the location of all equipment within their responsibility, and notify OPA of any changes in status or location of that equipment (see Section 4 on responsibilities.) The procedures OPA has established to ensure that the master inventory system works efficiently include:
a) NEW PURCHASES
Basic New Purchases
When Purchasing receives a requisition for equipment from a department, OPA reviews the requisition
for accuracy of the account code to ensure proper categorizing. A copy of the requisition is kept by OPA; in turn, Purchasing processes the order and a PO is generated. When the PO is paid, it then appears on OPA's reconcilliation report. This is how tagging is generated.
Rensselaer researchers often have a need to fabricate specialized laboratory or training equipment in order to conduct their research projects. Anyone planning to fabricate an item of equipment or larger system with an estimated completion value in excess of $3,000, should contact OPA, and request a tag number so that all subsequent orders can note the tag number on the requisition or credit card.
When a department makes a purchase of $2,500 or less, the equipment-purchasing card can be
utilized. Vouchers which contain transactions for purchases of capital equipment or capital
equipment component parts, (Please notate RPI Tag#) must be edited so that the Property Administration office can capture
the necessary information to track and tag. Proper training needs to be completed through the
Purchasing Department prior to using your card for these types of purchases.
b) GIFTS-IN-KIND (donations)
As departments receive gifts-in-kind of equipment, they need to file the appropriate "Gift Transmittal" form and an "Evaluation of Personal Property Gifts" form with the Office of Development. For further information see Gifts in Kind. When this paperwork has been completed, the Office of Development forwards a copy to OPA.
c) GOVERNMENT PROPERTY
Any government-owned property purchased or acquired on a research fund, is tagged and
inventoried. Responsibility for the maintenance and use of this equipment resides with the
Principal Investigator in conjunction with the Office of Contracts and Grants.