Transfer Equipment to
Another Non-Profit Institution —
Transfer equipment ownership to another non-profit (according to IRS standard, tax
code 501) institution within the United States and remove it from your department's
records. You must get prior approval. (Only property acquired from federal grants
and contracts may be transferred out of the University, regardless of who approves
it.)
Note: this can be a lengthy process of 3-6
months.
For example: Principal Investigators
transferring to other non-profit institutions within the United
States may be able to retain the use of equipment acquired under
their federally funded grant or contract to continue their
research. Ownership of the equipment is transferred to the
receiving institution and not to the Principal Investigator.
The custodial department ("the department" that wants to
get rid of the
equipment)
initiates request for disposals/surplus of all property
(equipment and materials) by submitting a Property Activity
Form, UoW 1024, to the Equipment Inventory Office (EIO) using the
established
University of Washington disposal
methods for
transfers to a non-profit institution.
Note: If the property is federally owned or funded by current
awards, the department must request
written permission from the sponsor prior to
any
surplus, movement, transfer or disposition and then submit the permission
along with the 1024 form. (Call the Equipment Inventory Office if you
would like help obtaining written permission from the sponsor.)
The department
arranges for the physical disposition of the asset.
EIO
verifies that the Property Activity Request form, UoW
1024, is
complete
and
returns forms that are missing the necessary infomation and signatures to
the
department for completion. For example, they return forms with
illegible tag number/s
unauthorized signature/s
identical 'Contact Person' and 'Approved by' (The person
completing the form
should not be the same person approving the disposal.)
no reason for disposal indicated
EIO
processes the completed form, removing the equipment from the department's
inventory.
The department and EIO each
maintain their copy of the 1024 form for six (6)
years.
EIO
prepares annual deletion reports and submits a copy for review to
the
departmental
Head.
When you
have identified items you would like to transfer to another
non-profit institution:
Review your sponsoring agency's
requirements (for example, an award must be closed
with the UW and reestablished with the new institution or a
subcontract may be necessary--contact Grant and Contract
Services for more information.)
Contact the Equipment Inventory Office (EIO) and
ask for help transferring equipment you acquired from
a federal grant or contract to another non-profit institution.
(Strict and sometimes confusing regulations apply to equipment
leaving the university; therefore we strongly recommend you
contact EIO for help before you begin the procedure.)
If the equipment is
federally owned or funded on current awards you must
Get written approval from
the sponsor before you can
surplus, move, transfer, or dispose of it.
This disposition documentation must be complete and contain
the agency's written authorization,
appropriate disposal action, which could:
relieve the University of further federal accountability by giving the
title to the University at which point it falls under state policies and
procedures
request the University to return the equipment to the agency
request that the University sell the equipment and return the proceeds
to the
agency less $500 or 10% of the proceeds, whichever is less, for selling and
handling
expenses
transfer the equipment usage to another award by the same sponsoring
agency (e.g., NIH to NIH, NASA to NASA) and leave the title with the
federal government
date of disposal
Send the written approval to
the Equipment Inventory Office (EIO) who records the transaction (posts
to record.)
Complete and submit a Property Activity Request Form, UoW 1024, printed from
this
website or
ordered through Stores at stock number 1035-024.
(You need
Adobe
Acrobat to print the Web form.)
Behold! a sample 1024 correctly filled out for transfers to a non-profit institution.
Complete the top section. Enter:
date requested— the date you fill out the form
contact person— person who can answer questions about
the disposal (must
not be the same person approving the disposal)
campus phone number
department name
box number— (35----)
location— of equipment if you need pickup
inventory tag number/s— (enter "N/A" if not applicable)
description of each item
serial number— if there is one (available in OASIS
if
you are not sure)
acquisition funding — was it funded by state or
federal
funds?
original equipment cost— (available in OASIS)
Complete section D, Transferring
usable property to an off-campus location, by
entering:
Grant/Contract Title
Budget Number
Requester
Identification--Principal Investigator's name,
signature, and date signed
Concurrences:
Department Chairperson's name,
signature, and date signed
Dean's name, signature, and
date signed
Equipment Inventory Office
name, signature, and date signed
Grant and Contract Services
name, signature, and date signed
Receiving Institution's name and
address Note: The Equipment Inventory
Office sends a letter to the receiving institution
requesting verification that they received the
equipment.
Obtain a signature from either your department's Dean, Chair,
Head,
Administrator or Director.
Distribute copies of your filled-out Property Activity
Forms,
UoW 1024,
according to the
following:
white — Equipment Inventory, Box 354615
canary (yellow) — Surplus Property, Box 355210
pink — your departmental records
(If you printed the form from the Web, it is okay to use white copies for
everything. Please send the original to EIO.)
Negotiate with the receiving institution
about transporting the equipment.
Transport the equipment according to your
agreement with the other institution.
As described by WAC 236-48-198,
surplus property available for disposal under the provisions of
RCW 43.19.1919 shall not be sold to state elected officials,
officers or employees, except at public sale. Public sales are
held through Surplus Property.
Federal Regulations:
Disposition is accomplished in compliance with the
Federal Acquisition Regulation, 45.6, and other specific contract
provision.
For example: If the equipment is
federally owned or funded on current awards you must
Get written approval from
the sponsor before you can
surplus, move, transfer, or dispose of it.
This disposition documentation must be complete and contain
the agency's written authorization,
appropriate disposal action, which could:
relieve the University of further federal accountability by giving the
title to the University at which point it falls under state policies and
procedures
request the University to return the equipment to the agency
request that the University sell the equipment and return the proceeds
to the
agency less $500 or 10% of the proceeds, whichever is less, for selling and
handling
expenses
transfer the equipment usage to another award by the same sponsoring
agency (e.g., NIH to NIH, NASA to NASA) and leave the title with the
federal government
date of disposal
Send the written approval to
the Equipment Inventory Office (EIO) who records the transaction (posts
to record.)
