UCR

UCR Policies and Procedures

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Campus Policy Number: 750-24

Government Contract and Grant Equipment - Management Of
Policy Owner: Equipment Management
Effective Date: 9/15/94

DEFINITIONS

Government Property: Property owned by the Federal Government or Agency of the State of California.

Government Furnished Property: Property in the possession of the government and subsequently delivered to or otherwise made available to the University for use under specified contracts and grants.

Contractor Acquired Property: Property acquired or otherwise provided by the University for performing a contract, title to which property is vested in the government unless the contract specifies otherwise. A category of government property.

University Property: That property to which title is vested in the University whether secured with general University funds or funds derived from extramural sponsors.

  1. EQUIPMENT ACQUISITION TIME RESTRICTION:
  2. All purchase requisitions for equipment should be initiated 120 days prior to the effective date of the contract or grant. Exceptions to this time frame should be justified by the Principal Investigator and submitted along with the requisition.

  3. IDENTIFICATION OF GOVERNMENT EQUIPMENT:
  4. The Equipment Management Office identifies and records government contract and grant equipment, upon receipt. Equipment Management sends decals, marked with the equipment's assigned property number to the custodial department. It is the department's responsibility to appropriately affix the decals to the property.

  5. UTILIZATION OF EQUIPMENT:
  6. The utilization of property acquired for use under a specific contract is restricted to the purposes of that contract. Departments are to maintain records of the authorized and current use of equipment; periodically review equipment needs and equipment utilization to identify excess items; report surplus equipment to Equipment Management. When it is desirable to continue using the equipment on another contract, written approval is required from the contracting officer. Requests for such approvals are made through Equipment Management.

  7. STORAGE AND MOVEMENT:
  8. When equipment is temporarily not utilized, but required for authorized use in the future, it must be adequately stored to protect it from theft, corrosion, contamination, and damage to sensitive parts. Government equipment may be moved to off-campus storage sites only with the approval of the appropriate Contract or Grant Property Administrator.

  9. CARE AND MAINTENANCE:
  10. The custodial department is responsible for providing the care necessary to maintain the equipment in the condition received or better (normal wear excepted). The maintenance program shall be preventive in nature, providing lubrication, cleaning, calibration, and inspection on a regular schedule; records must be kept of these actions.

  11. LOSS, DAMAGE OR DESTRUCTION:
  12. All cases of loss, damage or destruction to government property shall be thoroughly documented and immediately reported to the government property administrator through Equipment Management. The extent of the University's liability is subject to a written determination by the contracting officer.

  13. INVENTORY OF EQUIPMENT
    1. Each year, an inventory listing of government inventorial equipment on each active grant or contract (EQ920 by fund number) will be provided the custodial department. This listing must be verified, dated and responsibility acknowledged. Utilization and condition changes of this equipment, if any, should be updated on this listing.
    2. A physical inventory is required to be performed every two years and is a separate and distinct requirement from the annual verification. The date of this inventory should be documented on the EQ920 listing.
  14. LOANS
  15. Government property shall not be loaned without the specific written consent of the government contracting officer or property administrator. The department must prepare a request to Equipment Management who will forward it to the agency for approval.

  16. TRANSFERS OF GOVERNMENT OWNED MATERIAL/ACTIVE CONTRACTS:
  17. These transfers are not authorized unless approval is obtained from the sponsoring government agency through the Office of Research Affairs.

  18. TRANSFERS OF UNIVERSITY OWNED MATERIAL ACQUIRED WITH FEDERAL CONTRACT AND GRANT FUNDS:
  19. This paragraph applies only to Federally funded material where title has been vested in the University. Material acquired with State general funds is excluded.

    1. In order to transfer material acquired with federal contract and grant funds to another institution, in conjunction with a move by a faculty member to that institution, the following conditions must be met:
      • The material must be available for transfer: its title must be vested in the University, and terms of the grant or contract from which it was funded do not prohibit such transfer to another institution.
      • A written request to transfer must be made by the departing faculty member and must include the following: (1) A specific list of the material including (at a minimum) property numbers, descriptions, original unit costs, and original funding sources/agencies. (2) The reason for the transfer. (3) Name of the institution to which title will be transferred. (4) Justification for transferring rather than leaving or selling the material.
      • The request must be approved by each of the following: (1) Department Head, (2) Dean, (3) Office of Research Affairs, (4) Equipment Manager (verifies that title vests in the University and that there are no restrictions to transfer).
      • Transfers of material with a total historical cost in excess of $100,000 must be approved by the Vice Chancellor of Administration, the Senior Vice President--Administration, the Vice President--Agriculture and Natural Resources or a comparable Laboratory Administrator in their respective areas of responsibility. Requests for material transfer shall not be divided to avoid this requirement.
      • The recipient institution must agree, in writing, to accept title, with the understanding that the material is for the initial use of the new faculty member. This agreement may be obtained via a standard acceptance form signed by an appropriate office of the recipient institution.
    2. The Equipment Manager (or equivalent) shall verify that all required approvals have been obtained and shall approve the release of the material from custody.
    3. 3. Unless specific provisions are made in the terms of a contract or grant, transfers of material to individuals or for-profit organizations are prohibited.

    (Reference BUS-38)

  20. TERMINATION OF CONTRACTS OR GRANTS:
  21. Upon completion of a contract or grant, the department will conduct a physical inventory of all property assigned to the contract or grant. This inventory will confirm the condition of the equipment and assist in determining the appropriate disposition actions for it. The Principal Investigator must justify equipment from the terminated contract or grant that he/she wishes to retain for either immediate use on another project or authorized future projects retain the equipment. Equipment Management will submit the final inventory to the contracting agency requesting title be transferred to the University or requesting disposition instructions for equipment not required.

  22. RELEASE FROM RESPONSIBILITY
  23. The University is relieved of responsibility for agency property, with concurrence of the Agency Contracting Officer by the following:

    1. Consumption of property in performance of the contract.
    2. Retention by the University for consideration given the agency.
    3. Sale of property, if the proceeds of the sale are received by or credited to the agency.
    4. Shipment from University premises of that of a subcontractor.
    5. Transfer of title to the University.
    6. Abandonment in place by the agency.
    7. Loss, damage or destruction.

Summary: This revision eliminates equipment screening prior to acquisition.