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University Administrative Manual

1,531: Equipment Transfer Policy - Grant Acquired Equipment

Revised: August 2012

All equipment purchased with any type of university funds (state, grant, self-supporting, other soft funds, etc.) is university property. For equipment purchased on grants, the transfer of such equipment can occur under one of the following two conditions.

Condition 1: An active grant (end date has not occurred) can transfer with a Principal Investigator (PI) and equipment purchased on an active grant will transfer with the PI and the grant. The PI will work with the Office of Sponsored Projects (OSP) to transfer the grant. Once the grant is transferred, the PI will complete the Property Transfer Agreement.

This form requires the signature of the department chair of the PI and the Vice President for Research as "original owner" and the signature of the PI as the "new owner" in order to authorize the transfer of the equipment. Once the form is completed and signed, it is forwarded to Business Center North (BCN) Purchasing. BCN Purchasing completes the final authorization of transfer and removes the equipment from the university's inventory.

In the event that the equipment to be transferred is supported by, attached to, or functional only with additional equipment purchased by the University, the transfer should include a purchase agreement of additional equipment at an appropriate depreciated value as described in Condition 2.

Condition 2: A PI is leaving the University and wishes to transfer equipment that was purchased on grants that are no longer active (their end date has occurred and the grant has expired). In this case, the department chair, the college dean and Vice President for Research must agree that the equipment could/should transfer; however, the University is under no obligation to agree to the transfer. An appropriate depreciated value of the equipment must first be established through the Equipment Inventory Department. Once an appropriate depreciated value is determined, the new host institution must agree to purchase the equipment at that price. Once this is negotiated, the PI will complete the Property Transfer Agreement.

This form requires the signature of the department chair of the PI and the Vice President for Research as "original owner" and the signature of the PI as the "new owner" in order to authorize the transfer of the equipment. Once the form is completed and signed, it is forwarded to BCN Purchasing who completes the final authorization of transfer and removes the equipment from the university's inventory.

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University of Nevada, Reno
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