What should I consider if my PI would like to trade-in a piece of sponsored equipment to purchase a new item?
If you are trading the equipment in to be used on the same project, per UG when acquiring replacement equipment, the non-Federal entity may use the equipment to be replaced as a trade-in or sell the property and use the proceeds to offset the cost of the replacement property subject to the approval of the sponsoring agency.
If you are trading in equipment purchased on one sponsored project to obtain equipment that will be used on different project or funded by another agency, please contact SPA for assistance with guidance on next steps.
May I dispose of Government-owned equipment that is no longer useful, idle or requires significant repair that is cost prohibitive?
Government-owned equipment that is:
Idle - it has been determined the equipment is in excess of need; the equipment may be considered scrap or salvage
In instances when a significant amount of scrap or salvage material is accumulated under a government grant or contract, the unit should contact SPA. SPA will reach out to sponsor for disposition instructions. If permitted, such material is disposed of in accordance with the University's established procedures, and an appropriate credit, if any, given the contract or grant.
How do I know where title vests?
Title to sponsor funded equipment generally vest with the University, however, sponsor policy or terms and conditions of the award may state that title vests with the sponsor. Review your award documents to determine ownership.
Can I purchase a piece of equipment on multiple sponsored project?
Yes. Equipment titled to the University may be purchased on split funding. Allowable sources may be Federal and Non-Federal Sponsored funds and other University funds. If multiple sources are used, proper cost allocation and justification should be documented for each project.
I found issues with my equipment account codes, can I make adjustments in period 14?
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It is recommended that funds and account codes are reviewed on a monthly basis to encourage timely adjustments. Expense adjustments during period 14 are discouraged. Depending on the account code change, manual F & A adjustments may need to occur.
If my equipment was purchased on a Federal grant or cooperative agreement requiring title, can the University retain the equipment?
Upon completion of a grant or cooperative agreement, requests to obtain title of government owned property should be routed to SPA. SPA will contact Sponsor to provide justification and request title. If the sponsor agrees to transfer title, unit and property accounting are notified. Property Accounting will update title information in management system and a new control number (p-tag) is assigned. Department will affix new control tag and remove “Property of U.S. Government” tag.