OSU PRO 902-01: Screening

Purpose

To comply with federal, state and sponsor mandated requirements regarding equipment purchased or acquired on grants or contracts.

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Background Information

The federal government has outlined 15 functional areas of property management including screening, tagging, use, maintenance, reporting and disposal requirements for property accountable to federal grants and contracts.

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Policy

Equipment will be screened as required by University policy, OMB Circular A110 (Property Standards section), OMB Circular A21, the Federal Acquisition Regulations (FARs), and the NASA Grant Handbook. 

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Procedure

Principal Investigator Responsibilities

Screening

1. Equipment Share Screening

State and federal policies require that scientific equipment be made available for sharing if it is not fully utilized by the accountable department. 

• As part of the grant proposal process, a PI must contact Property Management to see if equipment budgeted in the proposal is already available for sharing at OSU.  This is part of the check-off process described in the Sponsored Project Operations Manual.
• When practical, the PI should contact Property Management again to see if shareable equipment has become available before a purchase order is issued. If shareable equipment is identified, an agreement may be negotiated between the two departments.  Property Management can determine whether property is available for sharing from a general description of the equipment and how it will be used.  The percentage of time the equipment is in use is a standard field in the inventory record and should be updated by the responsible department as needed. Guidelines for shared use are as follows:
• This is a "no challenge/no conflict" system.  No pressure may be applied by the lender, the borrower or the administration at any stage of the process.
• The departments and/or individuals involved must agree in advance upon the terms of all shared use arrangements, including utilization schedules.
• University-funded equipment, however acquired, may be shared.  Agency owned equipment may also be shared, when it does not interfere with the original contract or grant and when the Contract Administrator approves the share agreement.
• Departments may not charge rental fees for the shared use of university owned equipment acquired with federal funds.  However, reasonable maintenance, repair, calibration, or other costs directly related to the shared use may be billed on a journal voucher.

2. Department of Defense Screening

In the Federal Acquisition Regulations, the Department of Defense specifies the following screening requirements for contract fund acquisitions.

• Automatic Data Processing Equipment (ADPE) with acquisition cost greater than $25,000 must be screened by submitting form DD-1851 to the Office of Naval Research (ONR) in Seattle. Acquisition is not approved until the Defense Automation Resources Information Center (DARIC) returns a Certificate of Non-Availability.
• Industrial Plant Equipment (IPE) is defined as equipment used for any of the following purposes: cutting, abrading, grinding, shaping, forming, joining, testing, measuring, heating, treating, or otherwise altering the physical, electrical or chemical properties of materials, components, or end items entailed in manufacturing, maintenance, supply, processing, assembly, or research and development activities.  IPE with acquisition cost greater than $15,000 must be screened by submitting form DD-1419 to the ONR office in Seattle. Acquisition is not authorized until the Defense Industrial Plant Equipment Center (DIPEC) returns a Certificate of Non-Availability.

3. NASA Screening

In the NASA supplement to the Federal Acquisition Regulation, NASA specifies the following screening requirements for property acquired on NASA contracts.

• Automated Data Processing Equipment (ADPE) with acquisition cost greater than $25,000 must be screened by submitting form DD-1851 to the ONR office in Seattle. Acquisition is not authorized until NASA approval is received.
• Centrally-reportable equipment is defined as plant equipment, special test equipment (including components), special tooling and non-flight space property that is commercially available, identifiable by a manufacturer and model number, and valued at $5,000 or more.  Centrally-reportable equipment must be screened by submitting form DD-1419 to the ONR office in Seattle. Acquisition is not authorized until NASA approval is received.

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Additional Information

See Federal Publications for additional information on federal requirements at the links below:

Office of Management & Budget (OMB)
OMB Circular A21
OMB Circular A110
Federal Acquisition Regulations (FAR)

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