Equipment Policy

It is understood that the Center will comply with the equipment policies per 5 CSR 90-8.010 and the grant application. The Center will cooperate with the Division of Vocational Rehabilitation (DVR) in implementing the policy to prevent loss, damage, or theft of equipment purchased with independent living grant funds.

It is understood that the requested equipment will be tangible personal property, has a useful life of more than one year, will not replace existing equipment, and is intended for repeated use. There will be sufficient space for the requested equipment and adequate internal controls established to prevent loss, damage, or theft of the equipment. In addition, the Center will maintain proof of insurance coverage for the equipment or confirm that it is financially able to replace or repair the equipment.

The Center will obtain three bids on items with a unit cost of $300 or more, document the evaluation process and select the lowest and best bid. Do not submit copies of the bid documentation with the grant application. The bid documentation must be kept on file at the Center until an independent audit is completed or an agency monitoring visit occurs, whichever is last. When choosing between the three bids (or quotes) for equipment items with a unit value of $300 or more, the Center does not necessarily have to "go with" the lowest quote. However, if the Center selects an item that is not the lowest bid, the Center should explain why that particular item was the "better buy".

The Center will maintain an inventory list of all equipment whose title has not yet been released by DVR. An inventory list must be kept for one year on equipment with a unit value under $300. The inventory requirements for equipment are noted below in the appropriate cost section.

If the grant application included equipment, inventory numbers need to be assigned to all pieces of equipment. The assigned inventory number should be placed on each equipment item where the inventory number can be easily located when inventory is conducted. The Center should add the equipment to the Equipment Inventory List when equipment has been purchased. The Equipment Inventory List should include only those items purchased during the fiscal year being reported. DO NOT SEND THE ENTIRE INVENTORY FOR THE CENTER. The Equipment Inventory List should be sent to the Division of Vocational Rehabilitation (DVR) annually by August 31. Do not fill in the space that says "Date of Inventory" as this form is also used for monitoring inventories and that space will completed by DVR. Monitoring of inventories will be conducted as noted under "Inventory Requirements and Monitoring Schedule" in the Equipment Policy section.