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Equipment: Property Control System

The University is held strictly accountable for all property acquired with funds made available from grants and contracts, as well as that acquired from annually budgeted funds. Title to the property vests with the University except when the grantor elects to retain title.

Both purchased and constructed equipment used in sponsored research must be entered and maintained in the University Property Control System. When equipment is purchased, the University Research Property Officer, under the administration of the Research and Sponsored Programs Accounting of the Controller's office, enters the equipment into an inventory data base and prepares an identification tag. The identification tag is sent to the principal investigator to be placed on the equipment. Items purchased to construct laboratory equipment will usually fall in the supply category but may, under special conditions, fall in the constructed equipment category. Constructed equipment is not entered into the equipment inventory until it is operational. When operational, the principal investigator must inform the University Property Control Officer so that the equipment can be entered and tagged. Items purchased as constructed equipment which are not transferred to the University Property Control System prior to the termination date of the grant or contract will be charged indirect costs. If there are insufficient funds in the account to cover these costs, they will be allocated in accordance with the University policy for cost overruns to sponsored research accounts. Please contact the Office of Research if there are questions.

If the equipment is subsequently moved within the University, sold, transferred to another university, destroyed, or becomes obsolete and placed in storage, it must be removed from the inventory. The principal investigator must initiate this removal through the department; the department will then notify the University Property Control Officer. Removal of equipment from the University inventory must be in accordance with any conditions imposed in the sponsor's award documents. Even though title to the property normally vests with the University, there may be restrictions on the disposition of the equipment. Funds received for equipment which is sold will be distributed in accordance with the source of the funds used to purchase the equipment, with the sponsor's share being returned to the department(s) of the P.I.(s).

When a faculty member terminates association with the University, all property for which the University has title remains with the University. The University will, however, entertain requests for transfer of equipment to another academic institution. Such transfers will require approvals by the Department Chair, Dean, and the Office of Research. To the extent that the University has contributed to the equipment purchase, some reimbursement may be required. Normally there would be no compensation required from the gaining university for the sponsor's share of the purchase. Questions regarding transfer of title, depreciation, reimbursement from the gaining academic institution, shipping costs, insurance, etc. should be discussed with the Office of Research prior to making any commitment to the gaining institution.

Date last revised 10/30/95