Contracts and Grants Procedure 10 – Equipment Management

General

Budgeted equipment must be in compliance with the specific rules and regulations of the sponsoring agency and applicable to the Office of Management and Budget Circulars governing the expenditure of funds. Also, prior to the inclusion of equipment requests in a proposal, the principal investigator should determine if necessary and suitable equipment is already on hand and available for use at the University. This is particularly necessary where costly, specialized equipment is involved. Effective equipment utilization and minimization of new equipment requests can be a competitive advantage for the University in the pursuit of sponsor support for research and training projects.

There is a report available via e~Print that can assist the principal investigator in the screening process for equipment costing over $5,000.

A representative from Fixed Assets periodically visits departments to identify and tag newly-acquired equipment. The location of the equipment is ascertained and a serially numbered tag is affixed to each item to facilitate equipment identification, inventory, and reporting processes. Equipment purchased with federal funds is noted in the files until such time as title is transferred to the University. For equipment that is located in satellite offices, Fixed Assets sends the tag to the off-campus location to be affixed to the proper equipment.

Transfer of Equipment (from UNCG)

When a principal investigator plans to transfer to another university or institution at which a federal agency intends to fund existing and continuing research, a transfer of equipment may be necessary. Such transfers must be arranged and approved in advance of the desired transfer date in keeping with established guidelines. The Office of Contracts and Grants assists with the arrangements and approvals necessary to transfer equipment owned by the Federal Government. To determine ownership of the equipment in question (federal or state), a preliminary list of property should be provided to the Office of Contracts and Grants. The listing is reviewed and the ownership status of each item determined. Once determined, separate transfer requests must be processed for those items federally and state owned in accordance with procedures referenced herein.

At least 60 days in advance of the desired transfer date, a letter of request prepared by the principal investigator and addressed to the owning federal agency should be routed through the Department Head and the appropriate Dean or Director to the Office of Contracts and Grants. The purpose of this routing is to afford those persons an opportunity to resolve questions or to identify adverse impacts on other projects which may stem from the proposed transfer. Concurrences or non-concurrences should be set forth by separate letter or memorandum. The Office of Contracts and Grants endorses the request to the agency and forwards any information regarding adverse effects on other University projects. The final decision rests with the sponsor agency.

Sponsor agencies require a listing of property to accompany each request for transfer. At a minimum, the listing should include the item description, model number, serial number, UNCG decal number, unit costs, funding source used for purchase, and acquisition date. Equipment should not be removed from the campus or shipped until all required approvals have been received. Arrangements for shipment are normally made through the University Purchasing Department.

Transfer of Equipment (to UNCG)

When a principal investigator is employed by the University and plans to transfer equipment to UNCG for continuing federal research, a list should be submitted to the Office of Contracts and Grants. The listing should include the item description, model number, serial number, original cost, funding source used for purchase, and acquisition date. Once the items are delivered to UNCG, the Office of Contracts and Grants should be notified so that the location of the equipment can be recorded and UNCG decal can be affixed to each item. Adherence to this procedure is necessary to transfer accountability and permit necessary arrangements to be made for insurance coverage.

Theft of Equipment

Thefts of equipment should be reported promptly to the Public Safety and Police Department. All losses through either theft or fire should also be reported to the Purchasing Department, Office of Risk Management (for insurance purposes), to Fixed Assets, and to the Office of Contracts and Grants where federal property losses are involved.