FEDERALLY-FUNDED PROPERTY PREACQUISITION SCREENING CERTIFICATION
Last Revision: 11/05/2021

FEDERALLY-FUNDED PROPERTY PREACQUISITION SCREENING CERTIFICATION

TABLE OF CONTENTS

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. See Procedure FN2017 Use of Forms Appearing on the GURU website for complete details on the use of this form.

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 supporting 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
DocFinity data Data created with use of the electronic form End of fiscal year during which the contract/grant closed +7 years 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 PSUbuy (formerly Shop OnLion) and the PO routes along established 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 canceled.

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 PSUbuy (formerly Shop OnLion) and the PO routes along established 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 canceled.

CONTACT INFORMATION

For questions or additional details, please contact Property Inventory.

To request changes to the form, please contact the Office of Systems & Procedures by submitting a GURU Technical Support Request form.

CROSS REFERENCES