Florida State University
Sponsored Research Services
REQUEST FOR PRIOR APPROVAL
to Purchase Computers or
Other Information Technology Devices*
*Using Federal funds, Federal flow-through funds, or non-Federal funds used as cost-sharing on a Federal award
Please consult the Guidance on Direct Charging Computers and Other Information Technology Devices to Federally-Funded
Projects or ask SRS before submitting this form for approval, as it is not always required.
Principal Investigator (PI) Department FSU Project Number
Sponsor Sponsor Award Number Current Award Period
Who to contact about this request (Name, phone, email):
Description of IT Device[s] required for project listed above (attach additional pages as necessary):
Explain why and how the IT Device[s] is essential to this project (attach additional pages as necessary):
Please provide sufficient detail why the IT Device[s] is/ are necessary for the conduct of the project and assurance that it/they will be used
primarily to benefit the specific funded effort.)
REQUIRED APPROVAL SIGNATURES:
Principal Investigator Signature/Date
Chair Signature/Date Dean Signature/Date
SPONSORED RESEARCH SERVICES
Approved Disapproved (enter reason for disapproval): Signature/Date:
DSR Form 20 (06/28/12)
This document is intended to provide guidance on computers and other information technology devices (IT Devices) related to:
Availability of existing resources
When IT Devices are allowable costs on Federally-funded projects.
Use priorities for and disposition of IT Devices purchased on Federally-funded projects.
F&A calculations in proposal budgets.
Proposal budget justification examples
This guidance applies only to awards subject to the Research Terms & Conditions (RTC’s). For awards not subject to the RTC’s, the
terms of the award will determine the allowability of equipment.
“Federally-funded” projects include:
Direct Federal awards,
Federal flow-through awards, and
Non-Federal awards contributing cost sharing to a Federal award.
“IT Device” includes, but is not limited to:
Computers and Computer Components
o Examples: desktops, laptops, workstations, tablets, smart displays, internal and external disk drives, monitors,
keyboards, and servers.
Cell Phones, Smart Phones, Personal Digital Assistants
Assistive Technology Devices
Computers and other information technology devices (IT Devices) are generally used for various activities such as instruction,
research, administration, email, and personal use. It is important to ensure their allowability and allocability as a direct cost to
sponsored projects. The Federal government is sensitive to IT Device purchases on federal awards. IT Devices are viewed as “general
use” business items and should not be charged directly to a federal award unless justified for a specific research/sponsored program
Approval is dependent upon the following.
The IT Device shall be primarily used for the conduct of the project.
The IT Device must be necessary for and provide benefit to the project.
o The computer must be essential for project activities.
The cost of IT Device must be allowable.
o The sponsor permits the use of funds for this purpose.
The cost of IT Device must be allocable.
o The computer is to support the project’s programmatic activities, and would not have been purchased other than
to support the goals of the project.
o A computer may be shared by and allocated (the cost distributed) to one or more sources of funding including
multiple sponsored projects. For shared use, there should be documentation that supports the allocation.
The cost of IT Device must be reasonable.
o There must be an informed, prudent decision regarding the cost, utility, and value of the computer to the
The IT Device is used for professional activities only.
IT Device purchases in the final 90 days of the project period must be reasonable and necessary for the conduct of
remaining project activities.
DSR Form 20 (06/28/12)