2.2.4 Coordination with Office of Research and Project Administration

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A. Purpose

The Purchasing Department was created in 1945 as the central purchasing authority for Princeton University for purchase contracts, vendor agreements and purchasing transactions for the procurement of goods and services. This policy outlines the areas in which the purchase of equipment or services requires coordination with the Office of Research and Project Administration (ORPA) review.

B. Responsibilities/Procedures

1. Office of Research and Projects Administration Review
   
   • a. All activities listed below require review by ORPA when charged to Project/Grants of either 4XXX or 6XXX with Fund Codes of 40 or 60 and an account code of 28X. This review is conducted in accordance with the Purchasing Department's Approvals and Special Conditions policy.
     
     1. Capital Equipment:
        
        (a) Research Equipment
        (b) General Purpose Equipment
     2. Facilities Costs, including construction, rearrangements and alterations.
     3. Consultant Agreements or Personal Service Purchase Agreements (PSPAs)
     4. Research Agreement Subcontracts or Consortium Agreements.
        
        
   • b. Additionally, any other Purchasing activity that either the Director of Purchasing, or authorized designate, specifically identifies may be subject to ORPA review based upon sponsor requirements.
     
     
2. Office of Research and Projects Administration Assistance - While it is not required, it may be prudent to obtain ORPA assistance when dealing with federal grants and reporting requirements related to property or small business/small disadvantaged business/woman-owned business subcontracting plans.
   
   
3. Government Property - The tagging and tracking of government property for which the University has the title (Contractor-Acquired Equipment and Government-Furnished Equipment), or where the purchase was charged to Project/Grants of either 4XXX or 6XXX with Fund Codes of 40 or 60 and an account code of 28X but the title still rests with the government, will be coordinated with ORPA. However, primary oversight for all matters related to government-owned equipment is the responsibility of ORPA.
   
   
4. Transfer, Disposal, or Loss - The transfer, disposal, or loss of any equipment where the purchase was charged to Project/Grants of either 4XXX or 6XXX with Fund Codes of 40 or 60 and an account code of 28X will be coordinated with ORPA. However, the transfer, disposal, or loss of any government-owned equipment is the responsibility of ORPA.
   
   
5. File Documentation - The contract file shall be documented to indicate that review by ORPA or assistance from ORPA has been obtained, as required.

C. References

• Purchasing: Approvals and Special Conditions
• ORPA: Procedures for Property Control and Accounting - Government Sponsored Research
• Office of the Dean: Rules and Procedures of the Professional Research and Technical Staff
• PeopleSoft: Central Office Users Guide - Chapter 2, The Princeton Procurement Cycle, p. 12