Equipment Transfer

A Principal Investigator (PI) transferring to or from UK may wish to transfer equipment. This section should be read in conjunction with the section titled Faculty Transfer. The following procedures should be followed.

In:

The PI should contact the business officer in the UK department and inform him/her that equipment will be transferred to UK. The business officer will work with Plant Assets to record and tag the items properly.

Out:

See Administrative Regulation II-1.3-3 "Policy for Disposition of Personal Property" and note section B (2) (f) regarding "Property Acquired with Gifts or Grants."

Active Projects

If the grant is still active, is being transferred and the sponsor guidelines indicate that the equipment should transfer with the grant, the PI should write a memo to the Office of Sponsored Projects Administration (OSPA) requesting that the University relinquish the equipment. Include a list of equipment and property tag numbers in the memo.

The OSPA Research Administrator (RA) will verify that the list of equipment was purchased on the active grant. Sources of assistance are Plant Assets and the equipment inventory list.

When it has been verified that the equipment is eligible for transfer, the OSPA Director will write a memo on behalf of the Executive Vice President for Research to the University Treasurer (copy to Plant Assets) requesting the equipment be transferred. The Treasurer may approve the transfer.

Inactive Projects

If the grant has closed the equipment will almost always belong to the University. In rare cases, the sponsor may have an exercise a regulatory option to require transfer within a certain period after the grant has ended.

For any university owned equipment, the PI must prepare a memo through his/her chair, dean and Chancellor. All must agree that the equipment is surplus to their needs and sign the memo. The letter should be forwarded to the Controller and Treasurer with a copy to Plant Assets. The Inventory Control department will list the items for a period of time as available to the University. If no one claims the items, the Chancellor’s office will provide documentation and certification to the Controller and Treasurer that the equipment is surplus to the University’s needs.

The Controller may then recommend the transfer for action by the Board of Trustees. Only the Board has authority to transfer University owned equipment.