Sponsored Programs Equipment Disposition Policy
I. Purpose
This policy establishes requirements for disposition of equipment purchased on
sponsored program accounts.
II. Definition
Equipment means an article of nonexpendable, tangible personal property having a useful
life of more than one year and an acquisition cost which equals or exceeds the lesser of
the capitalization level established by the organization for financial statement purposes,
or $5000.
III. General Information about Equipment Purchased on Sponsored Program Accounts
Guidelines regarding disposition, loan, sale or transfer of equipment purchased on
sponsored program accounts are usually outlined in the sponsored agreement.
Disposition of equipment purchased on federal awards is guided by the terms and
conditions of the award as well as OMB Circular A-110 for grants and cooperative
agreements. Disposition of equipment purchases on federal contracts is guided by FAR
Part 45 , DFARS Part 245, or DEARS Part 945.
IV. Responsibility
Principal Investigator: It is the responsibility of the Principal Investigator and his/her
department/unit head to ensure that OSP is notified in the event a piece of equipment
purchased on a sponsored program account is to be transferred, loaned, sold or otherwise
deleted from the university’s inventory. Disposition may not occur until authorization is
obtained from OSP.
Office of Sponsored Programs: It is the responsibility of OSP to notify the sponsoring
agency of the university’s intent to transfer, loan, sell, or otherwise dispose of equipment
purchased on sponsored program accounts.
Delivery Services: It is the responsibility of Delivery Services to ensure that
authorization from OSP has been obtained before sale, transfer, loan or other disposition
of equipment purchased on a sponsored program account.
Version 1.1 Date: 11/08
V. Procedures
A. Transfer of Equipment to a Different UNLV Department
In the event equipment is to be transferred to another university department and/or
location, the Principal Investigator should have his or her department complete a Property
Movement Request (PMR). OSP must also be notified of the pending transfer. Such
transfer may not occur until OSP reviews award terms and conditions, notifies the
sponsor as required, and authorization is received from the sponsor for the transfer if
required. OSP will notify the Principal Investigator and Delivery Services if the transfer
is approved.
B. Transfer of Equipment from UNLV to an U.S. Institution
1. Transfer of Principal Investigator from UNLV to a New Institution: If a Principal
Investigator leaves the university and transfers active awards to a new institution in the
United States, s/he typically will also move equipment purchased on those awards to the
new institution.
OSP must be notified of any pending award transfers and provided with a list of
equipment to be transferred. OSP will notify the awarding agency of the pending award
transfer and provide the agency with a list of equipment to be transferred to the new
agency. OSP will notify the PI when s/he may transfer the equipment to the new
institution. OSP will also notify Delivery Services of the transfer approval.
2. Transfer of Equipment from UNLV to a Different Institution: Should a Principal
Investigator desire to transfer a piece of equipment purchased on a sponsored program
account to another institution but is not transferring an award, OSP must be notified of
the intent to transfer. OSP will review the request, and if permitted by the award terms
and UNLV policies, will submit a transfer request to the sponsor. OSP will notify the
Principal Investigator and Delivery Services if the transfer request has been approved.
C. Transfer of Equipment to a Non-U.S. Institution
The transfer of equipment purchased on a sponsored program account to a location
outside of the United States is considered an export and must be authorized by OSP prior
to the transfer.1
OSP, in coordination with the UNLV Office of Research Compliance, will review the
proposed export for compliance with award terms and conditions, UNLV policies and
1
Transfer of equipment or technology to an organization in the United States with non-U.S. citizen
employees, students or consultants could also be considered an export. The federal government considers
such a transfer a “deemed” export because the foreign national is considered to stand in for the country of
his/her citizenship. Please contact Research Compliance if you anticipate any equipment transfers to a
foreign national employed by or associated with a U.S. entity.
Version 1.1 Date: 11/08
export regulations. If award terms and UNLV rules permit transfer outside of the U.S.,
OSP and Research Compliance will initiate any required license applications for the
transfer. Principal Investigators should bear in mind that it can take several months to
obtain licenses to transfer equipment outside the United States and the federal
government may deny such requests. OSP will notify Principal Investigators and
Delivery Services if export of equipment is approved.
Version 1.1 Date: 11/08