The purchase of goods and services in support of sponsored projects comprises the second largest activity. The two major procurement categories are
- Supplies, and
- Equipment.
Purchase requisitions are the normal vehicle for such project needs. Requisitions are reviewed by the Grants Management Office for consistency with general regulations and sponsor specific regulations. An example of general regulations governing such acquisitions is the Cost Accounting Standards (CAS). Each institution is required to file a disclosure of its practices with regard to the implementation of the Cost Principles enunciated in OMB's Circular A-21. This disclosure, which is subject to audit by DHHS, describes, among other items, which cost elements the institution includes among the direct costs of sponsored projects and which are assumed to be indirect costs.
Review the Stony Brook's CAS disclosure and its policy on office supplies.
Each institution must also specify its definition of equipment. For the Research Foundation, equipment includes items with acquisition costs of $5,000 or more and an expected useful lifetime of 2 years or more. The identification of an item as equipment subjects the item to an inventory requirement. Equipment inventory is managed by Property Control and is subject to Federal audit. The Research Foundation offers casualty and theft insurance on research equipment, the costs of which are allowed on most sponsored projects. The RF Equipment Insurance Guide is available as a PDF.
