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Procedure BF-PM-PR10 Records of Materials and Supplies Consumption

 

Dates Effective From: 16 September 2015
Responsible Officer: Vice President for Business Affairs and Controller
Sponsoring Department: Property Management
Errors or changes to: Office of Legal Affairs policysite@uta.edu

Contents


  1. Objective
  2. Scope
  3. Procedures
  4. Definitions
  5. Relevant Federal and State Statutes
  6. Relevant UT System and UTA Policies, Procedures, and Forms
  7. Appendices
  8. Contact Information
  1. Objective

     

    This procedure provides procedural guidelines for the use of supplies and/or expendable property purchased with funds from contracts or grants. Procedures concerning the need and how to maintain records of such purchases are included in this procedure.

  2. Scope

     

    All University departments that use supplies and/or expendable property purchased with funds from contracts or grants.

  3. Procedures

    1. Rationale

       

      There are no general requirements from Government agencies for reports of supplies used; however, occasionally there have been individual requests for providing such information. Accordingly, it is considered to be good business to establish minimum requirements at UT Arlington.

    2. Responsibilities

       

      Project Director/Principal Investigator (PD/PI)

      • Maintains records of supplies purchased and used with contract or grant funds
    3. Section I. Usage

       

      The internal operating procedures of the department or center should ensure that supplies acquired with Federal funds are not used to support UT Arlington research and development activities. Conversely, supplies purchased with UT Arlington funds should not be used on U.S. Government research and development activities.

    4. Section II. Records

       

      Records of supplies purchased and used with contract or grant funds must be maintained by the PD/PI

      1. At a minimum, the PD/PI shall establish and maintain records on supplies to show:
        1. Contract and grant number
        2. Purchase order number and date
        3. Cost of purchase
        4. General description and quantity of supplies
        5. Name of company from which purchased
      2. These records will be retained for at least six months following the termination of the contract or grant.
  4. Definitions

     

    Expendable property: Property this is expended or consumed in use. It includes raw and processed materials, supplies, small tools, etc.

     

    Project Director/Principal Investigator (PD/PI): A term used generically herein to refer to the individual with primary responsibility for a contract or grant. The terms Project Director and principal investigator are synonymous in this publication and will be indicated by PD/PI.

  5. Relevant Federal and State Statutes

     

    N/A

  6. Relevant UT System and UTA Policies, Procedures, and Forms

     

    The following can be found by entering the document title in the search bar on the University Policies, Procedures, and Forms page:

     

    United States Government-Owned Equipment: Responsibilities, Care, Maintenance, Utilization, Identification, Disposition, and Records (Procedure BF-PM-PR7)

  7. Appendices

     

    N/A

  8. Contact Information

     

    All topics in Procedure:
    Property Management
    817-272-2191 property_management@uta.edu URL: https://www.uta.edu/business-affairs/property-management/

    Website access:
    Office of Legal Affairs
    817-272-5577 or policysite@uta.edu