Perkins Capital Equipment – Practice and Procedures
Capital equipment (equipment with a cost equal to or greater than $5,000) requests are submitted to the Dean of Instructional Services. No less than 3 current quotes/bids must accompany the request unless one of the criteria related to Procurement by Noncompetitive Proposals is met: 1) The item is available from only one source (letter from vendor accompanying quote/bid identifying it as a single source item); or 2) After solicitation of a number of sources, competition is determined inadequate.
Once a capital equipment request is accepted through Perkins funding, a purchase request, and current quote, are submitted by the Program to the Dean of Instructional Services (who has oversight of the Perkins funding); then to the Vice-President of Instructional Service for approval; then to the Business Office where it is approved and a Purchase Order is propagated. The Purchase Order is returned to the originating entity to place the order.
Once a capital equipment order is received, the Program notifies: 1) the office of the Dean of Instructional Services, who then processes payment, in conjunction with the Business Office; 2) and generates an inventory tag for non-capital equipment with a per unit price of $500 - $4999, which is forwarded to the Program. 3) The Program is responsible for attaching the tags, and sending photographs of the equipment; one of the entire piece of equipment; and another showing where the tags are placed on the equipment.
The inventory tags show the following information:
USER: (location or program, e.g.., AUTO for Automotive Technology)
INV #: P15160002
Inventory numbers are comprised of a letter and 8 digits as follows:
-
Starts with a letter: P=Perkins
-
First 4 numbers are the academic year purchased. E.G., 1516 means academic year 2015-2016
-
Second 4 numbers are sequential – such as, 0001, 0002, 0003, etc. and are issued in the order the capital equipment is received at Vernon College.
SER. #: (serial number from manufacturer’s tag on the item)
LOC: (location where equipment is to be utilized)
DESC: (brief description of item)
For Perkins purchases, an additional tag with the following verbiage is also attached:
Property of Vernon College
Funding provided by the Texas Higher
Education Coordinating Board under the
auspices of the federal Carl D. Perkins
Technical Education Act of 2006
Non-Capital Equipment All other Perkins equipment requests are submitted to the Dean of Instructional Services.
Once an equipment request is accepted through Perkins funding, a purchase request, and current quote, is submitted by the Program to the Dean of Instructional Services (who has oversight of the Perkins funding); then to the Vice President of Instructional Service for approval; then to the Business Office where it is approved and a Purchase Order is propagated. The Purchase Order is forwarded to the originating entity to place the order.
Once an equipment order is received, the Program notifies: 1) the office of the Dean of Instructional Services who then processes payment, in conjunction with the Business Office; 2) and generates an inventory tag, which is forwarded to the Program. 3) The Program is responsible for attaching the tags, and sending photographs of the equipment; one of the entire piece of equipment; and another showing where the tags are placed on the equipment, to the office of the Dean of Instructional Services.
The inventory tags show the following information:
USER: (location or program, e.g.., AUTO for Automotive Technology)
INV#: P18190021
Inventory numbers are comprised of a letter and 8 digits as follows:
1) Starts with a letter: P=Perkins
2) First 4 numbers are the academic year purchased. E.G., 1819 means academic year 2018-2019.
3) Second 4 numbers are sequential – beginning with 0021, 0022, 0023, 0024, etc. and are issued in the order the equipment is received at Vernon College.
SER#: (serial number from manufacturer’s tag on the item – if applicable)
LOC: (location where equipment is to be utilized)
DESC: (brief description of item)
For Perkins purchases, an additional tag with the following verbiage is also attached:
Property of Vernon College
Funding provided by the Texas Higher
Education Coordinating Board under the
auspices of the federal Carl D. Perkins
Technical Education Act of 2006
Inventory is taken every year to ensure the equipment has not been disposed of improperly.
Perkins Equipment Property Standards
All inventory is recorded in a spreadsheet which includes the following categories: Location/Classroom (Location/Classroom explanation: VER=Vernon Campus; CCC=Century City Center; STC=Skills Training Center, followed by the room # where the item is generally kept); User ID; Funding Type; Inventory #; Serial/Model Number; Description; Purchase Date; Quantity; Total Cost; Purchase Order #; Vendor; Expected Years in Use; Expected Expiration Date of Use; Salvage/Disposition notes. As new equipment is received, it is then added to this spreadsheet. A physical inventory on all equipment purchased with Perkins funding is completed annually by the office of the Dean of Instructional Services, which is then reconciled with the information in this spreadsheet.
Disposition of Equipment purchased with Perkins funds
Any loss, damage or theft of equipment is to be reported to the Office of the Dean of Instructional Services at once. The Dean of Instructional Services makes the final determination of disposition of equipment that has outlived its usefulness in accordance with the Federal awarding agency disposition instructions.
Equipment that is no longer required or needed for the original project/program for which it was purchased will be required to follow one of the following guidelines:
- Items of equipment with a current per unit fair market value of $5,000 or less may be retained, sold or otherwise disposed of with no further obligation to the Federal awarding agency.
- Except as provided in Uniform Grant Guidance, §200.312 Federally-owned and exempt property, paragraph (b), or if the Federal awarding agency fails to provide requested disposition instructions within 120 days, items of equipment with a current per-unit fair-market value in excess of $5,000 may be retained by Vernon College or sold. The Federal awarding agency is entitled to an amount calculated by multiplying the current market value or proceeds from sale by the Federal awarding agency’s percentage of participation in the cost of the original purchase. If the equipment is sold, the Federal awarding agency may permit Vernon College to deduct and retain from the Federal share $500 or ten percent of the proceeds, whichever is less, for its selling and handling expenses.
- Vernon College may transfer title to the property to the Federal Government or to an eligible third party provided that, in such cases, Vernon College must be entitled to compensation for its attributable percentage of the current fair market value of the property.
- In cases where Vernon College fails to take appropriate disposition actions, the Federal awarding agency may direct Vernon College to take disposition actions.