Equipment Threshold

Equipment Definition

Caltech defines equipment as an item that meets all of the following criteria:

• Has an acquisition cost of $10,000*, or more
  Includes: Invoice amount, sales tax, freight costs, installation costs, costs for the initial complement of supplies needed to place the asset into service, accessory and auxiliary apparatus necessary to make it usable for the purpose for which it was acquired; less trade or trade in discounts and/or educational allowances.
  Excludes: Federal Excise tax, duty, insurance, maintenance and warranty costs
  
  And
  
  
• Has a useful life of more than one year
  If the item will not have a useful life of more than one year, it is considered expendable material, even if it costs more than $10,000.
  
• And
  
  
• Is a stand alone item
  The item is not permanently attached to or integrated into a building or structure.

Occasionally, when government or other sponsors retain title to assets, they impose a lower threshold for tagging and tracking assets. The award document and the award resume prepared by the Office of Sponsored Research will specifically state if a threshold other than $10,000 applies. For additional information see determining which expenditure type to use.

If the item will not have a useful life of more than one year, it is considered expendable material, even if it costs more than $10,000.

Notes:

Existing federal grants as of October 1, 2024, and new grants issued under the old Uniform Guidance will continue to use the $5,000 threshold.

*This threshold applies to new sponsored grants and Caltech funds effective October 1, 2024 (i.e., General Budget, Gift and Endowment, etc.) with the new threshold in the budget.