FEDERALLY-FUNDED PROPERTY PREACQUISITION SCREENING CERTIFICATION

Use of Google Chrome Required

NOTE: Google Chrome must be used to access the GURU website and for completing and/or downloading fill-and-print forms. Firefox, Internet Explorer, and/or Microsoft Edger browsers do not support all features required for PDF fill-and-print form functionality. Substitutes for an approved University official form (created using a different browser or scanned copies) will be returned with the reuest to use the Chrome version of the form.

Purpose:

The Federally Funded Property Preacquisition Screening Certification form is used to certify that screening has been performed to determine the availability of similar property, suitable for shared use or reassignment, prior to the purchase of property valued at $50,000 or more purchased with federal funds.

General Information:

Preacquisition screening for property costing at least $50,000 but less than $99,999 is required at the business area level only
Preacquisition screening for property costing $100,000 or more is conducted first at the business area level and certified by the budget executive. If suitable property was not located at the business area level, a University-wide screening is performed by Property Inventory, the Office of Budget and Finance designated representative or by Property Inventory, College of Medicine as appropriate
If similar property is located that is available and suitable for shared use, the Capital Property Shared Used Agreement is also prepared
Refer to Procedure CR2055 Preacquisition Screening of Federally-Funded Property for additional information

Exhibit and Instructions:

For step-by-step instructions for completing the Federally-Funded Property Preacquisition Screening Certification form, click on link below:

Federally-Funded Property Preacquisition Screening Certification

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected.

Accessing GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see exceptions below), it will be necessary to convert these web-based documents to PDF documents (see Converting to PDF documents section).

Converting to PDF Documents:

In order to have a version with all PDF capabilities enabled, click the Fill & Sign in Acrobat icon located in the upper right-hand corner of the screen. This icon must be clicked before entering any information. Clicking this icon opens an actual PDF version of the document. Complete this version and save the document in a location where you will be able to locate it.

If, upon opening the PDF in Google Chrome, the Fill & Sign in Acrobat icon does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension. Please visit Enable Adobe Acrobat extension for Google Chrome for instructions to enable Adobe Acrobat extension.

Exceptions:

Combining PDF Documents:

There may be times when it is necessary to combine multiple pdf documents into a single document for submission. In those instances, complete the following steps:

Click on the appropriate form in GURU
Complete the fill-and-print boxes on the web-based form
Click the printer icon located in the upper right-hand corner of the screen
Change Destination to Microsoft Print to PDF using the drop-down arrow
Click Print at the bottom of that panel
Enter a file name in the box at the bottom of the pop-up window and be sure to select a location where you will be able to relocate the document
Click Save

Repeat this process for each document that will be combined

Now, open one of the completed pdf documents and on the far right select combine files
Click Add Files and select the files to be combined
Click Combine

Applying Digital ID's on PDF's (general instructions):

This form has the Digital ID (applying an electronic signature to the document) process enabled. If, upon opening the PDF in Google Chrome, the following does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension

Image of Adobe Acrobat Fill-and-Sign bar

Please visit the following for instructions to enable Adobe Acrobat extension:

Enable Adobe Acrobat extension for Google Chrome

Complete all fill-and-print form fields before completing the signature process:

Open the Federally Funded Property Preacquisition Screening Certification Form
Before entering any information, click the "Fill-and-Sign in Acrobat" (see above) icon or click the "fill-and-sign" option (looks like a pen nib) located on the right-hand column within Adobe Acrobat, or click "Tools" from the tool bar on the upper left-hand side of the screen and click "Open" under the Fill & Sign option
Complete all fill-and-print fields
Once the form is complete, click in the signature form field and either:
- select your digital ID and click continue, or
- create your digital ID, select your digital ID, and click continue
Review the information in the appearance box and click sign
You will be required to save a copy of the document (the digital signature is not applied until the form is saved)
- The file name will contain the name "federally-funded-property-preacquisition-screening-certification-form" in the file name field, add a dash and the Business Area number (no spaces (i.e.,-1234) to the end of the file name
- choose a location to save the file where you will be able to locate it again
- click Save
Close the form version appearing on your screen
Open the version saved in the previous step
Verify that the digital ID appears on the document
Close the document

Applying Digital ID's When Document Contains Multiple Signatures:

The Federally-Funded Property Preacquisition Screening Certification Form requires multiple signatures. Please complete the following process for obtaining those signatures:

The Principal Investigator (PI) completes and saves the form using the naming convention defined above and sends an email, with the document attached to the budget executive
The budget executive opens the attachment, and completes the Business Area Certification section

For property acquisitions, with federal funds, valued between $50,000 and $99,999.99:

If a similar item is found in the inventory and is available/suitable for shared use:

The budget executive enters the information pertaining to the first check-box on the form and enter their name and provides their digital ID
A Capital Property Shared Use Agreement is completed and copies provided to both the borrower and the lender
Both the Federally-Funded Property Preacquisition Screening Certification form and the Capital Property Shared-Use Agreement are also forwarded to Property Inventory
The budget executive completes the Asset Transfer and Retirement Form within SIMBA and also cancels the PO

If a similar item is found in the inventory but is NOT available/suitable for shared use:
- The budget executive enters the information pertaining to the second check-box on the form and enters their name and provides their digital ID
- The completed form is uploaded as supporting documentation in SIMBA and the PO routes along established approval paths
If no such item or substantially similiar item is listed in the Business Area Inventory

The budget executive enter the information pertaining to the third check-box on the form and enters their name and provides their digital ID
The completed form is uploaded as supporting documentation for the PO in SIMBA and the PO routes along established approval paths

For property acquisitions, with federal funds, value at $100,000 or greater:

Budget executive opens the attachment, and completes the Business Area Certification section (see above)
- If a similar item is found in the inventory and is available/suitable for shared use
  - Property Inventory or Property Inventory, College of Medicine do not need to be notified. Follow the process as defined in previous section
- If a similar item is found in the inventory but is NOT available/suitable for shared use:
  - The budget executive enters the information pertaining to the second check-box on the form and enters their name and provides their digital ID
  - The completed form is sent as an attachment to an email to,:
    - Property Inventory, OR
    - Property Inventory, College of Medicine
  - The Property Inventory Manager provides their digital ID on the form and sends an email, with the completed form as an attachment, to the Budget Executive who uploads as supporting documentation for the shopping cart and the PO routes along established approval paths

If no such item or substantially similar item is found in the University-wide inventory:

The budget executive enters the information pertaining to the third check-box on the form and enters their name and provides their digital ID
The completed form is sent as an attachment to an email to:
- Property Inventory, OR
- Property Inventory, College of Medicine
The Property Inventory Manager provides their digital ID on the form and sends an email, with the completed form as an attachment, to the budget executive who uploads as supporting documentation for the shopping cart and the PO routes along established approval paths

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Federally-Funded Property Preacquisition Screening Certification form
Document:	Ultimate Distribution:	Retention Periods:	Disposition Method:
Original	Uploaded as supporting documentation to the shopping cart	Retained as supprting documentation to the PO	Paper document = Secure Bin disposal or shred Electronic document and Data = delete and empty recycle bin
Transitory Copies*	Copies created as part of approval process	Once verified the document is recorded in system of record - End of fiscal year +1 year	Paper document - Secure Bin disposal or shred Electronic document and data = delete and empty recycle bin

*Transitory Copies - University Records that have temporary value, and as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Record.

Where to Send Completed Forms:

Equipment valued from $50,000 to $99,999:

If the screening procedure is unsuccessful (similar item but NOT available/suitable for shared-use or no such item located), the budget executive uploads as supporting documentation for the Shopping Cart transaction within Shop OnLion and the PO routes along estabished approval paths..

If the screening procedure is successful (similar item available for shared-use), send copies of the form to both the proposed borrower and lender/custodian of the equipment and send the original form to Property Inventory. The Asset Transfer and Retirement Form within SIMBA must be processed and the PO cancelled.

Equipment valued at $100,000 or more:

The original form, certified by the budget executive, is forwarded to the Property Inventory Manager who after performing a University - wide search, follows the same distribution instructions as stated above for equipment valued from $50,000 to $99,999.

If the screening procedure is unsuccessful (similar item but NOT available/suitable for shared-use or no such item located), the budget executive uploads as supporting documentation for the Shopping Cart transaction within Shop OnLion and the PO routes along estabished approval paths..

If the screening procedure is successful (similar item available for shared-use), send copies of the form to both the proposed borrower and lender/custodian of the equipment and send the original form to Property Inventory. The Asset Transfer and Retirement Form within SIMBA must be processed and the PO cancelled.

Contact Information:

For questions, additional detail, or to request changes to this form, contact Property Inventory.

Cross References:

(05Nov2021)

FEDERALLY-FUNDED PROPERTY PREACQUISITION SCREENING CERTIFICATION

Table of Contents:

Use of Google Chrome Required