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Equipment (Purchased) Payment Guide

This guide provides general information about the process used to pay for equipment.

Equipment costing $5,000 or more must be procured through a UCSC purchase order.  Equipment costing less than $5,000 may be procured through either a purchase order or the UCSC Purchasing Card, subject to cardholder purchasing limitations.  Information on how to do this is available from Procurement Services. ​​​

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  • Before you start

    Important information to know:

    1. Special conditions. Be aware of the following special conditions applying to this type of transaction.
      • The costs of accessories and components purchased in conjunction with the equipment are combined with the cost of a piece or pieces of equipment to arrive at the cost of equipment for the purposes of this guide.
        • The cost of accessories and components purchased separately are added to the cost of the piece or pieces of equipment.
      • Equipment costing $5,000 or more, including taxes and delivery charges, must be procured using a purchase order to ensure that it is recorded as a capital asset in the campus general ledger.
      • Equipment purchased with federal funds is owned by the federal government unless otherwise explicitly specified in the sponsored award agreement.
    2. Assembly and installation costs. Refer to the Equipment Assembly and Installation Payment Guide for more information.
    3. Avoid conflicts of interest. Refer to the appendices for information covering employee-vendor conflict of interest issues.
    4. Tax information. Payments may only be made to recipients with a Social Security Number or an Individual Taxpayer Identification Number (ITIN). Use IRS Form W-7 Application for IRS Individual Taxpayer Identification Number to apply for an ITIN number.
    5. Payment. If this is the first time the recipient will be receiving a UCSC non-payroll payment, complete a Payee Setup 204 form.


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