Equipment Purchases

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  • Equipment purchases are subject to all College and State procurement guidelines.
  • When purchasing equipment, the end user must coordinate the request with the Operations & Facilities Department to ensure the proper utilities are in place for the equipment. This may include gas, electricity, water, etc. The Operations & Facilities Department should be consulted to ensure that proper space for the new piece of equipment is available also.
  • The Operations & Facilities Department will determine if such a service now exists or if it is to be installed, the lead time required, and any other procedures that need to be followed. The department making the procurement request should ask that a cost estimate be added to the request to reflect the additional service costs.

Capitalized Assets

  • A capital asset is property, such as land, land improvements, easements, buildings, equipment, works of art and historical treasures, and infrastructure, with a cost equal to or greater than $5,000 and a useful life of two or more years.
  • Capital assets are acquired for normal operations and are not for resale.
  • These assets may be subject to depreciation.
  • The asset will be tagged and recorded in the Colleague Fixed Asset Module and be assigned the following Fund Source Codes:
    • State Funds: Fund Source 1
    • Institutional Funds: Fund Source 0
    • County Funds: Fund Source 2
    • Federal Funds (Perkins, TRiO, etc.): Fund Source 3
  • A physical inventory must be taken of inventoried assets at least once a year.
  • Inventory is scheduled by the Equipment Coordinator and will be completed by June 30. 

Non-Capitalized Assets

  • Assets costing more than $500 and less than $5,000 are expensed; they are not capitalized nor depreciated for financial reporting purposes.
  • These assets are not consumable and have a useful life of more than 2 years.
  • Non-Capitalized Assets are purchased using the expense object code 555100
  • The assets will not be tagged
  • Asset Grouping – We will group assets that are alike, purchased together, and total expenditure meets or exceeds the capital asset threshold and meets the specifications of non-capitalized equipment.
    The following is a list of examples of Non-Capitalized Assets. This list is not all-inclusive. Other items may qualify.
  • Office/Classroom Furniture
  • Mounted Classroom Whiteboards
  • Filing Cabinets 

Non-Capitalized Assets – High Risk

  • Assets costing less than $5,000 are expensed; they are not capitalized nor depreciated for financial reporting purposes.
  • These assets are not consumable and have a useful life of more than 2 years.
  • Non-Capitalized Assets – High Risk are purchased using the expense object code 555200
  • The asset will be tagged and recorded in the Colleague Fixed Asset Module and be assigned the following Fund Source Codes:
    • State Funds: Fund Source 9
    • Institutional Funds: Fund Source 0
    • County Funds: Fund Source 2
    • Federal Funds (Perkins, TRiO, etc.): Fund Source 3
  • Asset Grouping – We will group assets that are alike, purchased together, and total expenditure meets or exceeds the capital asset threshold and meets the specifications of non-capitalized equipment.
  • A physical inventory must be taken of inventoried non-capitalized assets – high risk at least once a year.

  • Inventory is scheduled by the Equipment Coordinator and will be completed by June 30.

    The following is a list of examples of Non-Capitalized Assets – High Risk. This list is not all-inclusive. Other items may qualify.

    • Data Processing and Networking Equipment
    • Servers
    • Computers, Laptops, iPads, Tablets, etc.
    • Smart Boards
    • Network Printers (more than $500)
    • Audio-visual Equipment (cameras, projectors, etc.)
    • Medical Equipment
    • Microscopes
    • Workshop Equipment (table saw, welder, etc.)
    • Custodial Equipment (floor machine, carpet cleaner, etc.)
    • Maintenance Equipment (pressure washer, generator, etc.)
    • Ground Equipment (trimmers, spreaders, etc.)
    • Guns 

Computers

  • Computers are on State Contract 204A. If you are approved to purchase a computer, contact the IT Department for help obtaining a quote. The quote must be referenced on the eProcurement requisition and a copy of the quote needs to be sent to the Purchasing Agent. For all computer requisitions, the Director of IT will be added to the approval flow.

Furniture

  • If you are approved to purchase furniture, please contact the Purchasing Agent. There are several mandatory state contracts for furniture. The college has standardized furniture for offices and classrooms. The Purchasing Agent may schedule a furniture representative to come and talk with you regarding your request. Furniture orders are typically shipped in about six weeks. Some office chairs may be shipped within three weeks.