PROCEDURES: ROLES AND RESPONSIBILITIES

DEPT^*

:: Checks the ORS^* New Award Notification for prior approval requirements for equipment purchases

If sponsor approval is required...

If sponsor approval is not required...

DEPT^*

:: Writes letter requesting permission to purchase equipment

:: Completes rebudgeting form

:: Sends letter and form to ORS^*

DEPT^*

:: Completes rebudgeting form

:: Sends to ORS^*

ORS^*

:: AD/P^* reviews the letter and confirms the terms and conditions

:: Co-signs letter and returns to DEPT^*

ORS^*

:: AD/P^* approves the form and confirms the terms and conditions

:: Sends the rebudgeting form to OSP^*

DEPT^*

:: Forwards request to sponsor

ORS^*

:: Receives sponsor's approval

:: Notifies the DEPT^*

:: Sends approval and rebudgeting form to OSP^*

DEPT^*

:: Completes purchase requisition, screening form, usage agreement and sends to OSP^*

OSP^*

:: Reviews and gives final approval

:: Revises SAP R/3^* to reflect the rebudgeted figures

:: Sends purchase requisition to Procurement

DOCUMENTATION: OFFICES OF RECORD

ORS^*

:: Keeps record of approval in award file

OSP^*

:: Keeps record of approval, screening and usage forms in award file

DEPT^*

:: Keeps backup documentation of purchase

PROCUREMENT

:: Keeps documentation of purchase

SPECIAL NOTES

Purchasing equipment in the final year of a sponsored project, whether it's in the approved budget or not, takes special consideration and should be carefully justified and approved by the department, ORS^*, OSP^*, and the sponsor if necessary.