Procedure 2-57

United States Government-Owned Equipment: Responsibilities, Care, Maintenance, Utilization, Identification, Disposition, and Records

Responsible Officer: Vice President for Business Affairs and Controller

Sponsoring Department: Property Management

Revision Date: 22 June 2015

Errors or changes to: aim@uta.edu

Procedure Objective

This procedure provides instructions to all project directors/principal investigators (PD/PI), department chairpersons, and all other UT Arlington employees on the procedures necessary for the control of U.S. Government-owned equipment in the possession of The University of Texas at Arlington (UT Arlington) operating in the capacity of a non-profit research and development contractor. It is based on procedures and policies of the various Government agencies as announced in their respective publications and guidance letters. The University will employ best practices as to how these procedures will be utilized and maintained through the life of each asset with the understanding that as Government policy and procedures change and become obsolete, so must the internal process change to keep pace with current guidance. This procedure details the identification, care, maintenance, utilization, disposition, records and one's responsibilities with U.S. Government-owned equipment at the time of this revision and may not reflect the most current processes.

Rationale

The use of U.S. Government-owned equipment by UT Arlington employees and departments is governed by the policies and procedures of various government agencies as set forth in their respective publications and guidance letters. The instructions outlined in this procedure comply with the provisions of Federal Acquisition Regulation Part 45 (FAR Part 45). The property system at UT Arlington is subject to audit review from numerous sources including: Office of Naval Research, State Auditors Office, and UT System Internal Audit. Proper care of government-owned equipment is essential because the University may be liable for any U.S. Government-owned items that are lost, damaged, destroyed, or unreasonably consumed.

Scope

This procedure applies to all UT Arlington employees and departments that have U.S. Government-owned equipment in their possession.

Website Address for This Procedure

Related Statutes, Policies, Requirements or Standards

UT System Administration Policies and StandardsOther Policies and Standards
Federal Acquisition Regulation Part 45 (FAR Part 45)

Department of Defense-FAR Supplement Part 245 (DFAR Part 245)

Contacts

If you have any questions about this procedure, contact the following departments:

SubjectOffice NameTelephone NumberEmail/URL
All topics in ProcedureAsset Management817-272-2191

property_management@uta.edu

https://www.uta.edu/business-affairs/property-management

Website accessAdministrative Information Management817-272-0222aim@uta.edu
http://www.uta.edu/aim

Definitions

NOTE: When available, the pertinent Government source from which a definition was obtained is shown in parentheses. The most common source is the FAR (Federal Acquisition Regulation). Also, the words "equipment" and "property," as used herein, are considered to be synonymous. "Equipment" is the preferred word, however, as property" it is often used to refer to real property, i.e. land, buildings, etc.

Agency-peculiar property: Government-owned personal property that is peculiar to the mission of one agency (e.g., military or space property). It excludes Government material, special test equipment, special tooling, and facilities.

Capital equipment: A term used by some Government agencies to identify equipment having an acquisition cost over a certain dollar amount and an expected service life of a certain number of years.

Contracting Officer: Person at the federal agency who approves the contract or grant.

Contractor-acquired property: Property procured from or otherwise provided by the contractor for the performance of a contract and for the cost of which the contractor is entitled to be reimbursed as a direct item of cost under such contract. Title to contractor-acquired property is vested in either the Government or the contractor as determined by the terms of the contract. If the Government retains title to property that was contractor-acquired under a contract or grant and subsequently transfers accountability to another contract or grant, the property will be classified under the gaining instrument as contractor-acquired property.

Expendable property: Property that is expended or consumed in use. It includes raw and processed materials, supplies, small tools, etc.

Fabricated Equipment: Equipment made or constructed from raw or processed materials, supplies, parts, small tools, components, etc. in accordance with the terms of a contract or grant to accomplish specific research purposes or goals.

Federal Acquisition Regulation (FAR): The FAR is the single regulation for use by most federal agencies in their acquisition of supplies and services with appropriated funds. It should be administered in conjunction with agency-specific supplemental regulations.

Government-furnished property: Property in the possession of, or directly acquired by the Government and subsequently made available to the contractor (FAR 45.101).

Government Property: All property owned by or leased to the Government or acquired by the Government under the terms of the contract. It includes Government-furnished property (FAR 45.101).

Non-expendable property: Equipment that is complete in itself. It is reported, inventoried, and accounted for in accordance with policies of the applicable U.S. Government agency.

Operating equipment: Equipment owned by UT Arlington, having an acquisition cost of over $5,000.00 and an expected service life of one year or more.

Plant equipment: Personal property of a capital nature (including equipment, machine tools, test equipment, furniture, vehicles, and accessory and auxiliary items) for use in manufacturing supplies, in performing services, or for any administrative or general plant purpose. It does not include special tooling or special test equipment (FAR 45.101).

Project Director/Principal Investigator (PD/PI): A term generically herein to refer to the individual with primary responsibility for a contract or grant. The terms Project Director and principal investigator are synonymous in this publication and will be indicated by PD/PI.

Property Administrator: Authorized representative of the Contracting Officer assigned to administer the contract requirements and obligations relating to Government property. (NOTE: most DoD contracts and grants are administered by the Office of Naval Research Regional Office (ONRRO), San Diego Regional Office, San Diego, CA).

Real Property: Land or rights in land, ground improvements, buildings, etc.

Salvage: Property that, because of its worn, damaged, deteriorated, incomplete condition, or specialized nature, has no reasonable prospect of sale or use as serviceable property without major repairs, but has some value in excess of its scrap value (FAR 45.501).

Scrap: Personal property that has no value except for its basic material content (FAR 45.501).

Sensitive items: Items of property for which the theft, loss, or misplacement could be potentially dangerous to the public safety or community security, and which must be subject to exceptional physical security, protection, control, and accountability. The following types of property should be designated as "sensitive" in the University's property management system. Weapons, ammunition, explosives, narcotics and drugs, radioactive material, hazardous material, hazardous waste, precious metals, and any other item designated by a Defense Agency to be sensitive.

Special test equipment: Single or multi-purpose integrated test units engineered, designed, fabricated, or modified to accomplish special purpose testing in performing a contract. It consists of items or assemblies of equipment including standard or general purpose items or components that are interconnected and interdependent so as to become a new functional entity for special testing purposes. It does not include material, special tooling, facilities (except foundations and similar improvements necessary for installing special test equipment), and plant equipment items used for general plant testing purposes (FAR 45.101).

Special tooling: "Special tooling," as used in this part, means jigs, dies, fixtures, molds, patterns, taps, gauges, other equipment and manufacturing aids. All components of these items, and replacement of these items, which are of specialized nature that without substantial modification or alteration their use is limited to the development or production of particular supplies or parts thereof or to the performance of particular services. It does not include material, special test equipment, facilities (except foundations and similar improvements necessary for installing special tooling), general or special machine tools, or similar capital items.

Responsibilities

The Property Manager
  • Implements the Government Property Program for UT Arlington as prescribed by the University's property procedures and Federal guidelines

Project Directors/Principal Investigators (PD/PI)
  • Assumes responsibility for the control of an item of Government property at the time it is physically received and until the property is officially transferred from their control
  • Provides a written report to the Office of Accounting within ten days when overages, shortages, or damages are discovered upon receipt of Government-furnished property
  • Takes all actions necessary in the adjustment of shortage, overages, or damages in shipment of contractor-acquired property in accordance with local purchasing procedures and sound business practices
  • Reports to the Property Manager any instance of loss, damage, or destruction of Government property as soon as it is positively known
Office of Grant and Contract Services
  • Monitors each federal contract and grant account

Property Management Office
  • Submits a final inventory or final listing of Government-owned property to the ONRRO Property Administrator, even for equipment that was entitled to UT Arlington

Procedures

 

Section I. United States Government-Owned Equipment-Introduction
  1. These procedures apply to all Government contracts and grants handled by UT Arlington. However, the guidelines presented in this document do not preclude the utilization of supplemental systems such as those at the Lawrence Livermore Laboratory so long as such supplemental systems come within the basic framework and ensure adequate control and accountability.
  2. The Property Manager is responsible for the implementation of the Government Property Program for UT Arlington as prescribed by the University's Property Procedures and Federal guidelines. Subcontractors working for UT Arlington under U.S. Government contracts or grants and having Government property in their possession or control will comply with the provisions of Federal Acquisition Regulation (FAR), Part 45. Subcontractor's property systems will be subject to approval by the U.S. Government or UT Arlington.
  3. The property system at UT Arlington is subject to audit review from numerous sources including: Office of Naval Research, State Auditors Office, and UT System Internal Audit. Any corrective actions needed as a result of these audit activities are the responsibility of the Property Manager and will be implemented as soon as possible. These procedures will be reviewed annually by the Property Management (PM) Office to ensure compliance with contractual obligations. Whenever procedures are revised and updated, a copy will be forwarded to the Government Property Administrator.
Section II. Responsibilities
  1. Limits of Responsibility: The PD/PI assumes responsibility for the control of an item of Government property at the time it is physically received and this responsibility continues until the property is officially transferred from their control. Transfers typically occur when equipment is reassigned for continuing use under a different Government contract or grant, when equipment is moved to another location other than UT Arlington as determined by the sponsoring Government agency, or when the Government agency assigns title to UT Arlington.
  2. Discrepancies Incident to Shipment

    1. Government-Furnished Property: When overages, shortages, or damages are discovered upon receipt of Government-furnished property, the PD/PI shall provide a written report to the Office of Accounting within ten days. This report must contain sufficient facts and pertinent data to enable the Property Management (PM) Office to comply with the required reporting procedures of the sponsoring Government agency.
    2. Contractor-Acquired Property: The PD/PI is responsible to take all actions necessary in the adjustment of shortage, overages, or damages in shipment of contractor-acquired property in accordance with local purchasing procedures and sound business practices. This action must be taken in conjunction with UT Arlington's Property Management facility and as prescribed by their procedures.
  3. Liability of The University of Texas at Arlington: Subject to the terms of the contract and other conditions, UT Arlington may be liable when shortages of Government property occur; when such property is lost, damaged, or destroyed; or when there is evidence of unreasonable use or consumption as measured by the allowance provided for by the terms of the contract, the bill of materials, or other appropriate criteria. The PD/PI is responsible to expeditiously report to the Property Manager any instances of loss, damage, or destruction of Government property as soon as it is known. The Property Manager will make a determination as to whether a formal report will be required. If so, the Property Manager will submit a report to the Vice President for Business Affairs and Controller. The PD/PI is responsible for providing complete details of the circumstances. The following format should be followed and submitted to the Property Manager within 10 days of notification that a report is required:

    1. Description of items lost, damaged, destroyed, or unreasonably consumed.
    2. Cost of property lost, damaged, destroyed, or unreasonably consumed.
    3. Date, time (if pertinent) and cause of origin of the loss, damage, destruction, or consumption.
    4. Known interests in any commingled property of which the Government property lost, damaged, destroyed, or unreasonably consumed is (or was) a part.
    5. Insurance, if any, covering the Government property or any part of interest in any commingled property.
    6. Actions taken by the Department Chairman to prevent further loss, damage, destruction, or unreasonable consumption and to prevent repetition of similar incidents.
    7. Other facts or circumstances relevant to determination of liability and responsibility for repair or replacement.
  4. The above information will also be required of subcontractors in the event Government-owned property is damaged, lost, or destroyed while in their custody.
  5. Authority to Purchase Government Property

    1. Prior to the purchase of equipment, the PD/PI will screen available equipment to ascertain whether existing equipment will meet the requirements.
    2. The authority to purchase equipment is determined by the contract or grant. PD/PIs and departmental purchasing personnel must be sufficiently familiar with the provisions of the contract or grant to ensure that purchases are not made until approval is obtained from the sponsoring Government agency.
    3. A Grant and Contract Administrator from the Office of Grant and Contract Services monitors each federal contract and grant account. One of the administrator's specific duties is to ensure that approval has been obtained from the Government agency prior to the purchase of equipment.
Section III. Care, Maintenance, and Utilization
  1. Responsibility: From the time of receipt until relieved of responsibility by the appropriate Contracting Officer or property administrator, UT Arlington is responsible for the security, maintenance, and proper utilization of Government-owned property in its custody. This responsibility requires that the PD/PI, as custodian, apply sound business practices in controlling equipment and follow the applicable provisions of the FAR, the related property control procedures of the funding agency, and the provisions of the grant or contract.
  2. Preventive Maintenance: The preventive maintenance measures are designed to preserve and prolong the useful life of the property, minimize the incidence of failure through breakage of its component parts, and promote its full utility through maintenance of high standards of condition and performance. The preventive maintenance program will include the following:

    1. Provision of a proper environment for the preservation of the property, compatible with its use in performance of authorized research.
    2. Cleaning and painting, or application of suitable preservative coatings to equipment, as required for surface protection and good appearance as well as proper storage and preservation of accessories and special tools furnished with an item of equipment but not regularly used with it.
    3. Routine daily cleaning and lubrication of metalworking machines. A thorough cleaning and lubrication will be scheduled weekly. Removal of sludge, chips and cutting oils from metalworking machines that will not be used for an extended period of time.
    4. A constant surveillance by cognizant persons of all property, especially machine shop equipment and vehicles, for evidence of improper maintenance, malfunction, or wear, and the reporting of equipment shortcomings to their supervisors.
    5. A periodic inspection and servicing of equipment to assure detection of maladjustment, wear, or impending breakdown.
  3. Storage of Government-owned Property: Only authorized personnel will be allowed in storage areas. The storage areas will be kept clean and have ample fire protection. Outside storage areas will have lights and a fence. Chemicals, hazardous substances and flammable materials will have separate storage areas in compliance with Federal, State, and Local regulations. Separate storage areas will be provided for:

    1. Items temporarily removed from end item
    2. Repairable items
    3. Serviceable items
    4. Generated scrap by metal content
  4. Removal of Government Equipment from UT Arlington Premises: Government equipment is not to be removed permanently without the written permission from the Contracting Officer. Equipment may be checked out for short periods of time if the following conditions are met:

    1. The removal is essential to the research being conducted
    2. Repair or testing of the equipment
    3. Return to the U.S. Government
    4. A written receipt is signed by the person removing the equipment and retained on file by the PD/PI.
    5. The inventory record will be updated as to the new location by the PD/PI or by Inventory personnel.
    6. All government property being shipped for repair, testing, to another research location, or returned to the U.S. Government will be shipped either on a Government Bill of Lading or paid by contract/grant funds. Equipment will be insured if paid by contract/grant funds for full value. All shipping documents will be annotated "Government-owned Property."
    7. Proper care shall be taken to ensure that all Government-owned property being moved from one location to another is protected from damage through the use of proper packing, special crates or coverings, and adequate use of handling equipment (fork lifts, etc.). Standard safety procedures will be utilized in all instances.
  5. Remedial Maintenance: The remedial maintenance measures are designed to correct deficiencies in equipment, as they become known. Remedial maintenance of property will include prompt replacement or repair of worn or broken component parts except in cases where it is not economically advantageous.
  6. Capital Rehabilitation: In the event a piece of Government-owned equipment needs major repairs to bring the item back to its original condition, the PD/PI shall get permission from the Contracting Officer before doing the needed work.
  7. Maintenance Records: A maintenance record system will reflect the nature and cost of repair and replacement of component parts of metalworking machines and motor vehicles per the Defense Supply Agency Manual 4215.1 (DSAM 4215.1), and the Defense Industrial Plant Equipment Center (DIPEC) guidelines. Maintenance records will be kept on file in appropriate shops, showing the nature of remedial repairs, the parts replaced, and their cost. Any deficiencies found during routine inspections shall be brought to the attention of the Contracting Officer.
  8. Utilization of Government Property:

    1. Government-owned equipment shall be used only for those purposes related to the assigned contract/grant and/or may be used for other research projects if it does not interfere with the use for the main project. Rental or use fees charged to non-federal grants and contracts will be determined from historical costs to operate equipment (supplies and maintenance) and such charges will not exceed charges from local vendors that rent like equipment. These charges will be approved by the Grant and Contract Services Office and reviewed annually or if circumstances change.
    2. The PD/PI is responsible for determining minimum usage levels of Government-owned property with an acquisition value of $5000.00 or more. If actual use drops below this level, an analysis of need shall be made, and retention justified. If there is no longer a need for the item, the PD/PI shall make it known to the PM Office where action will be taken to reassign the equipment elsewhere within the UT Arlington complex or as directed by the appropriate Government agency.
  9. Transfer of Equipment: UT Arlington is sometimes requested to send items of Government equipment to other locations. This is normally initiated by the cognizant Federal agency, but sometimes a prospective receiving organization will contact UT Arlington directly and request the property be sent to them. However, it must be emphasized that no Government-owned equipment may be transferred to another organization without the concurrence of the appropriate Contracting Officer. This is essential to preclude any question of accountability or subsequent liability. The equipment custodian must insure there has been coordination with the Contracting Officer and should contact the receiving organization to advise them of the shipping arrangements. The PD/PI is responsible for making the actual shipment in accordance with instructions, fund citations, etc., as provided by the PM Office.
  10. Cannibalization of Government Equipment: Cannibalization is the removal or exchange of parts or assemblies from an item of equipment to replace a damaged or worn out part or assembly of another item of equipment. In keeping with sound maintenance practices, cannibalization of a Government property item must not be undertaken until approval is obtained from the appropriate Contracting Officer. If necessary, assistance in gaining this approval may be obtained from the PM Office.
  11. Condition Codes: In conjunction with the universities inventory process, PD/PIs should reevaluate the condition of each item and denote such condition and provide this report with their normal inventory certification form. Unless the sponsoring agency directs otherwise, the standard condition codes and definitions, listed in the FAR should be used. The sponsoring agency is responsible for providing all current guidelines to the University in order to assist the University with being compliant.
  12. The condition codes are as follows:

    1. Code 1, Unused-good. Unused property that is usable without repairs and identical or interchangeable with new items from normal supply sources.
    2. Code 2, Unused-fair. Unused property that is useable without repairs, but is deteriorated or damaged to the extent that utility is somewhat impaired.
    3. Code 3, Unused-poor. Unused property that is usable without repairs, but is considerably deteriorated or damaged. Enough utility remains to classify the property better than salvage.
    4. Code 4, Used-good. Used property that is unable without repairs and most of its useful life remains.
    5. Code 5, Used-fair. Used property that is usable without repairs, but is somewhat worn or deteriorated and may soon require repairs.
    6. Code 6, Used-poor. Used property that may be used without repairs, but is considerably worn or deteriorated to the degree that remaining utility is limited or major repairs will soon be required.
    7. Code 7, Repairs required-good: Required repairs are minor and should not exceed 15 percent of original acquisition cost.
    8. Code 8, Repairs required-fair. Required repairs are considerable and are estimated to range from 16 percent to 40 percent of original acquisition cost.
    9. Code 9, Repairs required-poor. Required repairs are major because property is badly damaged, worn, or deteriorated, and are estimated to range from 41 percent to 65 percent of original acquisition cost.
    10. Code 10, Salvage. Property has some value in excess of its basic material content, but repair or rehabilitation to use for the originally intended purpose is clearly impractical. Repair for any use would exceed 65 percent of the original acquisition cost.
    11. Code S, Scrap. Material that has no value except for its basic material content.
  13. Upon completion of a contract or grant, the PM Office is required to submit a final inventory or final listing of Government-owned property to the ONRRO Property Administrator, even for equipment that was entitled to UT Arlington. Lawrence Livermore Labs will submit the reports, as required, for grants and contracts awarded to Lawrence Livermore Labs. These inventories or final listings are verified by the PD/PI as to availability, condition, value (sometimes), utilization, and disposition recommendation. It is sometimes possible for UT Arlington to obtain title to the Government property, but the circumstances vary by agency rules and Federal statutes. There are times when the equipment must be crated and shipped to another location. The Contracting Officer will direct this type of transfer and will usually provide the PD/PI with shipping instructions. In other instances, continued use of the equipment may be arranged under a new contract or grant.
Section IV. Identification
  1. Items to be Tagged: To facilitate inventory control and enhance security, all equipment items, whether University or U.S. Government owned will have inventory tags attached. All U.S. Government-owned property will be tagged in accordance with provisions of this part.
  2. Tagging: The PM Office will assign an asset tag to U.S. Government-owned equipment after the date final paid on the accounting system and notification that item has been uncrated. Equipment that is contractor acquired and determined to belong to the U.S. Government will be tagged using the University of Texas at Arlington property tag process. The tag will be produced with Property of U.S. Government and will be placed on each piece of equipment. This information will then be entered into the inventory records as U.S. Government-owned property. U.S. Government-furnished equipment will be tagged in the same manner then entered into the inventory system as U.S. Government Property. If the equipment cannot be tagged because of size, configuration, use, etc., the number may be etched or painted on the item. If this is not practical, a number will be assigned to the item and then entered into the inventory system as U.S. Government property. The record will contain a notation that the number is assigned and not on the item.
Section V. Records
  1. General: Contractors are required to establish and maintain adequate property control records. Unless the Contracting Officer directs otherwise, records of Government property maintained by UT Arlington under terms of a particular contract are utilized as the official records for that contract. In this regard, the official property records at UT Arlington are established by the PM Office and maintained therein. In addition, each PD/PI is responsible for keeping sufficient records in order to correct and validate all required inventories and reports and to ensure proper control of Government property in their possession. If the PD/PI has more than one contract with a particular Government agency, separate property records for each shall be maintained.
  2. These records shall show:
    1. Item description to include serial number and model number when available.
    2. Government property tag or decal number. If there is no Government tag number, the UT Arlington inventory tag number is used.
    3. Contract or grant number
    4. Cost
    5. Year of manufacture
    6. Building and room number, if appropriate
    7. Record of internal inventories
    8. Other pertinent information that will help identify the piece of equipment. In addition to the required information noted above, it is recommended that written justification, for keeping equipment for use while like equipment is being repaired, recalibrated or upgraded, be maintained.
  3. Fabricated Equipment: Equipment that is required to be fabricated or constructed as part of a contract. To assign unit costs to the items fabricated the costs of materials, supplies, and contract labor must be identified and recorded. This information is developed and maintained in the research department.
  4. Scrap and Salvage Records: The PD/PI is responsible for maintaining records of all scrap and salvage generated through research on Government contracts and grants.
  5. Records of Supplies: The PD/PI is responsible for maintaining records of supplies purchased with funds of Government contracts or grants in accordance with instructions outlined in this procedure. (FAR 45.505-3)
  6. Federal Property:
    1. Contractor-Acquired Property. This information is routinely obtained from the vouchers as they are processed through the Office of Accounting.
    2. Government-Furnished Property. The PD/PI is required to provide the PM Office with legible copies of all allied papers (requisitions, shipping documents, bills of lading, etc.) on all Government-furnished property within five days after receipt of the equipment.
  7. Pricing
    1. Contractor-Acquired Property: The unit price for contractor-acquired items is the basic cost, less any discount, plus installation charges, building modifications and the appropriate shipping charges.
    2. Government-Furnished Property: Normally, the unit price of Government-furnished property is provided on the document covering the shipment of the property to UT Arlington. However, if the unit price is not stated on the document, it shall be brought to the attention of the PM Office where action will be taken to obtain this information. Shipping and installation costs are not normally considered a part of the unit price.
Section VI. Disposition of Government-Owned Equipment
  1. Tag Removal: The PD/PI will remove the U.S. Government-owned property tags from the equipment when:
    1. Title to this equipment has been transferred to UT Arlington
    2. Equipment has been sold or disposed of as scrap
  2. Tag not removed: U.S. Government-owned property tags will not be removed from the equipment when:
    1. The equipment is transferred back to the federal agency with title remaining with the federal agency.
    2. The equipment is transferred to another non-federal agency (i.e. another University) with title remaining with the federal agency.
  3. Disposition Records: The Federal Property Administrator will update the disposition records for Government-owned property that are disposed of or have a transfer of title to UT Arlington.
  4. Excess U.S. Government-owned Property: The PD/PI shall identify any excess U.S. Government-owned property. A list of the excess property will be sent to the PM Office within 14 calendar days of identification of the item(s) as excess. The Federal Property Administrator will forward the list to the appropriate contracting officer declaring the equipment as excess and requesting disposition instructions.
  5. Requests for Excess U.S. Government Equipment: Although not a function or responsibility of the PM Office, the procedures for obtaining U.S. Government-owned excess equipment can be found herein. The function is closely associated with the duties performed by the Office of Grant and Contract Services. The Office of Grants and Contract Services can assist the PD/PI in obtaining excess equipment by advising what is available and providing advice in request preparation, obtaining approvals, etc.
  6. Transfer of Equipment when the Project Director or Principal Investigator Moves to Another Institution:
    1. Some grants contain provisions permitting the transfer of equipment acquired with Government funds when the PD/PI accepts a position at another institution. However, these provisions are not always compatible with the rules and regulations governing the administration of State property. While some grants and contracts contain provisions giving a conditional title at the time of purchase, some contain disposition restrictions. The final approval for equipment transfers rests with the UT Arlington Property Manager's decision, based on benefits to the State, the U.S. Government, and the overall research program.
    2. The PD/PI should not plan on requesting a transfer of the equipment if:
      1. The original grantee retains the project for which the equipment was acquired and, with the approval of the awarding agency, places the project under the direction of a new investigator; or
      2. The cost of transferring the equipment, as determined by the awarding agency, would be excessive relative to its current value; or
      3. The new grantee does not require the equipment in order to continue the project.
    3. The following sequential actions should be taken by the PD/PI to obtain a transfer approval:
      1. Prepare a list of equipment pertinent to the transfer. This list should include the inventory number, name of item as shown on UT Arlington inventory records, year and month acquired, cost, and the account number under which each item was purchased. This information should be on file in the research department or it can be obtained or compared with the records maintained by the PM Office.
      2. Obtain transfer approval from the Department Chairman, College Dean (if necessary), and Vice President for Research.
      3. Submit a request to the sponsoring agency concerned.
      4. Obtain a written acceptance agreement from the gaining institution. (This should be from the accounting/business element rather than the academic department.)
      5. Submit all of the above data to the UT Arlington Property Manager for a final decision on the request.
      6. The equipment must not be removed from the campus until the Department Chairman receives written approval from the Property Manager. At this time, the inventory tags should be removed and sent to the PM Office.

Appendices

None