Asset purchasing - CMPH and FMC only - Flinders University Staff

Regardless of how an item is being procured and the cost, if there are any maintenance, safety/compliance considerations or it is being installed within FMC then Biomedical Engineering (BME) must be in the loop.

It is for BME to determine if there are maintenance or safety/compliance considerations so the consultation process prior to getting quotes and placing the order is important.

If, having been consulted, BME determine they don’t need to be involved then the Asset Purchase Requisition (APR) process is negated as is any further BME involvement.

Quick links

Asset purchase requisition form

University - Rules for assets

The University's finance system records financial and associated information on University property, plant and equipment. The University categorizes its property, plant and equipment assets, as required, for internal and external reporting purposes.

Property, plant and equipment assets recorded in the finance system are items with a useful life of more than 12 months acquired by purchase, donation, construction or transfer from another institution and:

are valued individually at $10,000 or more;

OR

which are individually valued below $10,000 but form part of a set or entity, which is valued at $10,000 or more.

Do I need an APR?

Identify need for new equipment (may be additional or replacement of old equipment).

ALL electrical goods OR goods which you require to be maintained (irrespective of the cost) by BME (Biomedical Engineering) must be purchased using an APR (APR book available from CMPH finance office).

If in doubt contact -

Laboratory Support group (x64052) for general equipment

OR

IDS (x65282) for computer equipment. See the hardware purchasing page for more information.

(This is a requirement of OHSU legislation by which the University is bound; it also allows more efficient maintenance of your equipment, considering it is fully documented from the moment it arrives on site.)

What happens if I do not use an APR?

You will be placing the University and the Hospital at risk for their OH&S and Work cover status, and ultimately you will be responsible for any problems that arise.

There has been some discussion about what is in scope and out of scope of this process.

The purchase cost is only one factor.

Equipment	Contact
Laboratory equipment	Speak with BME about your purchase before obtaining any quotes
Household items (including ultracold freezers)	Environmental Services
Aircrafts, marine equipment or vehicles	Property, Facilities & Development
Computing device or software	IDS

How do I request a purchase deemed asset?

NOTE!

Not for Ultra-cold freezers located in FMC or items that are not lab equipment (ie: cage washers, autoclaves)

Contact Biomedical Engineering (BME - FMC room 3E126) for advice as to specifications and any special requirements (e.g. provision of full technical service information (TSI) to be included on the quotation, extended warranty options, user and technical training if applicable, any WHS considerations, input to risk assessment etc.) They will advise if you need to fill out an APR.
If, having been consulted, BME determine they do not need to be involved; the APR process is not required, as is any further BME involvement.
Secondary to that process, any items that are over $10k are deemed assets by the University and, as such, will be allocated an asset number when the item is received.
BME DON’T want to be involved - proceed with the standard PO request as per University guidelines.

BME DO want to be involved – get the required amount of quotes as specified in the University Purchasing Policy and call into the CMPH finance office to get an APR book.
Ensure you get a quote with a SERVICE MANUAL included in the quote for BME to maintain the equipment. (Or written confirmation that this can’t be supplied and rationale)
Details of warranty applicable and any costs of service contracts if applicable or fee for service rates.
Fill out the APR and take the book down to BME to complete the “Testing Authority” and the reverse of the green copy. (this gives BME a summary of how to proceed post purchase, and what is included with the purchase.)
Bring the BME completed APR, and the quote/s to the CMPH finance office who will process the order. You will be cc’d in should the order be requested to be emailed to the supplier. Turnaround should be within 2 weeks of BME signing it off.
CMPH finance office contacts Asset Officer for an asset number and the asset addition form. Once received it is attached to the green copy with the PO number on it and sent to BME. ( if the item is over the current applicable capital value - $10k)
Equipment arrives either to Receiving Store or to researcher. (In which case the researcher notifies BME of arrival)
Upon installation BME will attach the asset number and have the owner fill out the Asset Addition Form including equipment serial number
NOTE: In this case, the FMC asset number does not denote ownership
BME completes asset registration process including any relevant testing/commissioning, unless the commissioning is to be performed by the vendor, in which case BME completes asset registration process including results of commissioning.
BME internally mails completed Asset Addition form back to
Asset Officer
Rm 18 FSD
Union Building.