Definition

For the purposes of this policy, equipment refers to tangible, durable items used to support SCORE’s operations and mission. This includes IT devices (e.g., laptops, tablets, smartphones), office furniture, audiovisual tools, and other assets with a useful life of more than one year and a value of $250 or more. Items classified as Tier 1 equipment (e.g., high-risk or critical items) must be tracked regardless of cost.

Steps for Purchasing and Tracking Equipment (Items over $250)

1. Obtain Approval

• Before purchasing any equipment, the volunteer must obtain approval from their Chapter Chair or other relevant leader.
  • Provide details about the item needed, its purpose, and estimated cost.
  • Document the approval (email confirmation is sufficient).

2. Check SCORE Purchasing Resources

• After obtaining approval, check if the equipment is available through SCORE’s approved purchasing resources to take advantage of discounted rates:
  • TechSoup: Link to TechSoup (for technology-related purchases like software and hardware).
  • Office Depot: Link to Office Depot (for office supplies and equipment).
• If the product is unavailable through these resources, the volunteer may proceed to purchase from another vendor.

3. Make the Purchase

• Volunteers may make the purchase using their own funds or a chapter procurement card, if available.
• Retain all purchase receipts and documentation.

4. Complete the Required Form for Reimbursement

• After purchasing, the volunteer must complete the SCORE Equipment Purchase Form to request reimbursement or log the item into SCORE’s inventory system.
  • The form can be found at this link: Equipment Purchase Form.
  • Attach the receipt and approval documentation to the form.
  • The Form must be completed for any equipment item over $250.

5. Submit the Form

• Submit the completed form along with the required documentation to the appropriate chapter contact or SCORE HQ (as instructed).

6. Inventory Management

• Once the form is received:
  • SCORE HQ will log the item into the central inventory system, including details such as:
    • Item description
    • Serial number (if applicable)
    • Purchase date and cost
    • Assigned user or chapter
• Volunteers will be notified once the reimbursement is processed or the item is successfully logged.

Important Notes

1. Volunteers must not purchase equipment without prior approval from their Chapter Chair or relevant leader.
2. SCORE HQ will track equipment valued at $250 or more or classified as Tier 1 equipment (e.g., laptops, tablets, IT devices) in the central inventory system.
3. Volunteers are responsible for ensuring equipment is used in alignment with SCORE’s mission and policies.
4. Any questions about approved vendors, the reimbursement process, or inventory management should be directed to SCORE HQ.

Disposing of Equipment

SCORE-owned property must be responsibly disposed of when it is no longer usable or at the end of its useful life. Disposal methods will be based on the condition and potential value of the equipment, ensuring compliance with SCORE policies and local regulations.

Disposal Methods

1. Donation:
   • Items may be donated to local charities or nonprofit organizations.
   • A receipt acknowledging the in-kind donation must be requested to maintain proper records.
2. Sale:
   • Items remaining value may be sold, with proceeds recorded and managed according to SCORE Program Income policies.
3. Permanent Disposal:
   • Items that are no longer usable or have no residual value must be discarded responsibly, following local environmental regulations (e.g., e-waste recycling).

Resources

• Equipment Purchase Form.