Acquisition of Equipment – Government Furnished
Included on this page:
Definition
Government furnished equipment (also known as Government Furnished Property (GFP)) - Equipment brought in to or sent to the University by the Government to be used for a specific task or research process during the duration of a grant or contract.Procedure
- The initial coordination of the acquisition of government furnished equipment should be coordinated between the Office of Sponsored Programs (OSP) and the awarding agency. These groups should provide the official paper work and a list of equipment being furnished to the grant or contract.
- OSP should contact Equipment Inventory with government furnished equipment information.
- Equipment Inventory will then contact the department and work with them to ensure that the equipment is tagged and entered into OASIS for tracking during its use.
- Regardless of the cost of the equipment or the length of time on loan, within 24 hours of receipt, department tags asset and enters it into OASIS as a "T" status asset. The item should be treated the same as a newly purchased piece of equipment. Information to be entered should include:
- UW Tag Number (contact your departmental inventory person) Please note: The equipment should be tagged with a yellow government property tag.
- Description
- Manufacturer
- Model
- Serial Number
- Custodian/User
- Building
- Wing
- Room Number
- Status (enter - T)
- Requisition Number (enter 000000)
- Accountable Budget
- Total Cost
- Class Code
- Date Received
- Acquisition method (TR - for Transferred In)
- Equipment Inventory reviews the OASIS entry for complete information and approves the asset.
- Department retains copies of agency agreement.
- If the Government requires the University to provide insurance for damage or loss of the furnished equipment, department contacts the Office of Risk Management in sufficient time to review the possible insurance needs and to acquire any necessary insurance.
- At the close of the grant or contract, the equipment is returned to the sponsor unless otherwise negotiated in the agreement. A Property Activity Request - Form 1024 should be filled out and sent to Equipment Inventory along with a copy of shipping documents.
Forms Required
- Signed Agency Agreement
- Property Activity Request - Form 1024
- Optional - UW Equipment Information (Orange) Card
Frequently Asked Questions
For frequently asked questions related to this topic, please visit our FAQ page.
Regulations
State Administrative and Accounting Manual (SAAM), Chapter 30: Capital Assets
University of Washington Administrative Policy Statements:
Federal Regulations:
Contacts
State/University Titled
Equipment: 206-543-4663 or eio@u.washington.edu
Federally Titled
Equipment:
206-543-4640 or 206-616-4047
