Property Management Operating Procedures Manual

Chapter 9:  Disposition

Sponsored Project Transfer

Equipment and supplies, acquired under an active sponsored project where the sponsor’s agreement is moved to another institution, may be transferred only when necessary to do so for the continued conduct of the research.  

Procedure

To authorize the transfer or release of sponsored funded equipment, do the following:

  1. Contact Research and Sponsored Programs, to discuss possible contractual restrictions on transferring the equipment.
  2. Contact Accounting Services to discuss possible equipment regulations pertaining to the specific contract or grant.  
  3. Complete the Transfer/Release form, along with the following information:
    1. Department name and date of request
    2. Equipment description
    3. The quantity of items being transferred, the item name, the University tag number, the model and serial numbers
    4. Borrower's name, department, or group name
    5. The destination address and phone number
    6. The destination building and room numbers
    7. Release date
    8. Purpose of use
  4. Have the investigator and co-investigators remaining at the University (who will have continuing responsibility for conduct of parts of the project) sign the Release form.
  5. Submit the completed form and any attachments to the department chair or school dean.
    NOTE: When considering the request, the chair/dean should consider at least the following:
    1. Whether any non-grant funds were used to purchase the equipment (such as start-up or grant cost-share funds) and reimbursement of cost-share for equipment purchase (based on fair market value of the equipment).
    2. The needs of other investigators on the project remaining at the University.
    3. Any other departmental factors.
    4. The cost of shipping the equipment to the new institution (normally expected to be paid by the new institution).

    The department chair forwards the form to the college dean (if relevant) for concurrence with the chair's decision. The dean will concur (or not) and forward the request to the vice president for research for determination of contractual limitations and federal and state requirements for transferring equipment that might affect the transfer to a new institution and approval of the transfer.
    NOTE: Items valued in excess of $50,000 in aggregate requires prior Board of Control approval. Refer to Board of Control policy 13.14.

  1. If all parties agree to the transfer, and there are no contractual restrictions in the original award or by the federal and state governments, prepare a letter for signature by a responsible official at the receiving institution indicating acceptance of the transfer. The letter will contain:
    1. A detailed list of the equipment to be transferred.
    2. The date purchased.
    3. The grant number and University index number under which it was purchased.
    4. The serial number of each piece of equipment.
    5. The University property tag numbers.
    6. The agreed upon price for the equipment including any applicable shipping costs.
  2. Include with the letter, the Surplus Property Transfer - Terms and Conditions acknowledgement. Have the receiving institution sign and date the acknowledgement and return with the signed letter.
  3. Send copies of the signed letter and the Transfer - Terms and Conditions from the receiving institution and the initial request approved by the vice president for research to the Research and Sponsored Programs office and the Property Office. A copy should be retained in the departmental office files.