If you plan to purchase equipment that has a useful life of more than one year with funds from the nonprofit food service account and the estimated cost exceeds the School Food Authority’s (SFA) capitalization threshold or $5,000 (whichever is less), you will need to factor another step or two into your procurement process.
Step One: Review the Equipment Preapproval List
The first step is to review the Preapproved Equipment List. If the equipment purchase is listed, no further action is needed. If the equipment you wish to purchase is not on this list, proceed to step two below.
Step Two: Complete an Equipment Approval Request Form
If the equipment you wish to purchase is not on the Preapproved Equipment List, you will need to submit a PI-6206 form requesting approval from the School Nutrition Team (SNT) before purchase. Equipment purchases are reviewed during Administrative Reviews and audits. The SNT will ensure allowable equipment purchases were made based on the Preapproved Equipment List or the preapproval process. If unallowable purchases are identified or are improperly procured, the SNT would determine if a fund transfer from nonfederal sources to the nonprofit school food service account would be required.
PI-6206 Form: Complete this for equipment not on the Preapproved Equipment List.
Instructions for Completing the PI-6206 Form: Read this carefully!
State Agency Prior Approval Process for School Food Authority (SFA) Equipment Purchases SP 39-2016, USDA, 06/02/16
State Agency Prior Approval Process for School Food Authority (SFA) Equipment Purchases SP 31 - 2014, USDA, 03/28/14