MRSEC Capital Equipment Purchasing Policy and Procedure

• ALL MRSEC capital equipment requests must be approved by the Executive Committee prior to purchase and ALL capital equipment purchases must be charged to the MRSEC Shared Facilities EFS Account String. This Account String is to be used only by the MRSEC office.


• Approved MRSEC capital equipment orders must be placed via the Accounting Office in Chemical Engineering and Materials Science and the MRSEC office. For your convenience, those details are provided below:


1. Contact Sharon Emde in the MRSEC Office to obtain budget information (phone 6-0713 or email emdex001@umn.edu).


2. Submit the order electronically at: https://www.cems.umn.edu/dept/purchasing3/index.php


3. Enter your UMN Internet ID (X.500 username) and password. If you have problems accessing the CEMS Department Purchasing page, please contact Jim Pirie via email jdp@umn.edu or by phone @ 4-2548. You need to be entered into the CEMS database to access the purchasing form.


4. From the CEMS Department purchasing page, "Click here to create a new order" linking you to the purchasing form. Complete the purchasing form with all pertinent information including the budget information provided by Sharon.
   
   In the "JUSTIFICATION" box, describe how item(s) will benefit the project. You MUST include answers to: Who will be using the item? What is the item? How is the item necessary for the MRSEC project? Where will the item be used or located (room/building)? Your order will be delayed if there is no justification.
   
   In the "COMMENTS" box at the bottom of the form, include the following: a) if equipment is to be purchased charging more than one account, you must list each EFS account string and the amount to be charged to each, b) indicate whether any machining or shop (fabrication) charges will be part of the equipment, and c) include your delivery address.


5. Once you have completed the order form, click "submit order" at the bottom and a printable order form will appear on the screen.


6. This printed copy together with bids and/or other pertinent attachments* must then be provided to Sharon Emde in 489 Amundson Hall for approval and placement of the requesting MRSEC faculty EmplID in the Account String.


7. 7) If fabrication of the item will occur, a Capital Equipment Asset Fabrication Form* must be completed and submitted with the order. You may download the form by linking to: http://www.policy.umn.edu/groups/ppd/documents/form/um1601.pdf. Shop or machine charges associated with a piece of capital equipment funded by MRSEC must go through Sharon insuring that the proper EFS Account String is charged and the services will be capitalized.





*As a reminder, anything above $50,000 will need to go out on bid. It is proven that concise specifications on a bid tend to work most efficiently. For purchases between $10,000 and $49,999 a "Price Comparison" form is required. If it is greater than $49,999 and you DO NOT want your capital equipment item to go out on bid, you will need to complete a "Exceptions to Regents' Purchasing Policy" form. Both forms can be downloaded athttp://purchasing.umn.edu/forms/erpp.php, completed on your computer and must be signed by the requesting MRSEC faculty investigator. The completed and signed document must then accompany the order to Sharon.

For 2008-2009, the capitalization level for equipment is $2,500 and greater (also includes improvements which increase the value or extend the useful life of equipment).