Controller's Unit Policy Program

* This information replaces PRO 208 Transfers of Equipment & PRO 805-01 Transfer Between OSU Departments & PRO 805-02 Transfer of Equipment from OSU

• PRO 208:  Transfers of Equipment

• Effective: 07/01/1971

• Revised: 03/17/2017

•  

• Individuals must notify Fixed Assets Property Management, Business Affairs of equipment transfers from another institution or agency to Oregon State University (OSU).  Unless otherwise stated, title of equipment vests with OSU at the time of the transfer.

  Equipment transferring to OSU from other institutions with new faculty should be reviewed and documented IMMEDIATELY upon receipt.  This type of property becomes OSU property (not personal property of the principal investigator) and must be added to the inventory in order to be tracked and insured.

  Equipment that is accountable to a sponsor award that is transferring to OSU must be documented immediately, including information on the index and sponsor ID assigned by the Office for Sponsored Research and Award Administration (OSRAA).

  TRANSFER OF EQUIPMENT TO OSU

  Responsible Party	Action
  Department	Request the following written information from the transferring institution: current market value, age, description, serial number, funding source, condition and federal accountability. Submit Fixed Asset Data Entry form to Fixed Assets Property Management along with any backup documentation from the transferring institution or agency within 30 days of receipt. Note: If the transferring institution cannot provide the market value, a certified appraiser must appraise the equipment.  Contact Surplus Property for assistance with appraisals.
  Fixed Assets Property Management	Create asset record in FIS Banner and coordinate with department to affix bar code tag to equipment.

   

  TRANSFER OF GRANT OR CONTRACT ACCOUNTABLE EQUIPMENT TO OSU

  Responsible Party	Action
  Department	Request the following written information from the transferring institution: current market value, age, description, serial number, funding source, condition and federal accountability. Submit Fixed Asset Data Entry form to Fixed Assets Property Management along with any backup documentation from the transferring institution or agency within 30 days of receipt, including information on the award designation to OSU. Note: If the transferring institution cannot provide the market value, a certified appraiser must appraise the equipment. Contact Surplus Property for assistance with appraisals.
  Fixed Assets Property Management	Create asset record in FIS Banner and coordinate with department to affix bar code tag to equipment.

• PRO 805-01:  Transfer Between OSU Departments

  • Effective: 07/01/1971

  • Revised: 03/17/2017

     

    OSU owned capital equipment (title code SI) may be transferred to other OSU departments with or without an accompanying financial transaction. The transferring department must notify Fixed Assets Property Management of the proposed transfer and complete a Fixed Asset Transfer Form (FATF).

    TRANSFER BETWEEN DEPARTMENTS WITHOUT A FINANCIAL TRANSACTION

    Responsible Party	Action
    Transferring Department	Complete the "FROM" section on the Fixed Assets Transfer Form (FATF) and enter requestor name.   Complete the "TO" section of the FATF for the Receiving Org and enter the receiver name.   Send a copy of the FATF to Fixed Assets Property Management.
    Receiving Department	Verify that equipment has been received.
    Fixed Assets Property Management	Confirm agreement of transfer by both departments (via email response).   Update the asset record to reflect the new inventory ownership.

    TRANSFER BETWEEN DEPARTMENTS WITH A FINANCIAL TRANSACTION

    Responsible Party	Action
    Transferring Department	Complete the "FROM" section and the requestor name on the Fixed Assets Transfer Form (FATF).   Complete a Journal Voucher (JV) in Banner FIS to charge the “purchasing” department for the amount of sale using account code 20200 on both the debit and credit lines.  JV number should be noted on FATF.   Send original FATF, copy of JV and equipment to Inventory Coordinator or departmental contact in receiving department.   Send a copy of the FATF to Fixed Assets Property Management.
    Receiving Department	Verify that equipment has been received.   Complete the "TO" section of the FATF as receiver.   Submit original FATF to Fixed Assets Property Management.
    Fixed Assets Property Management	Update the asset record to reflect the new inventory ownership.

• PRO 805-02:  Transfer of Equipment from OSU

  • Effective: 07/01/1971

  • Revised: 06/14/2019

     

    State-owned equipment (title code SI) may be transferred to another institution or agency when:

  • It is accountable to a current grant or contract that is transferred to another institution;
     
  • It is no longer needed by any unit at Oregon State University (OSU);
     
  • When there will be a continuing collaborative research relationship between a departing faculty member and OSU that is expected to last at least two years. Equipment acquired on federal grants and contracts may be transferred without restriction.  Equipment funded entirely or in part by state funds must be purchased by the new institution in an amount not less than the current depreciated value of the state-funded portion of the asset on OSU’s records; or
     
  • The equipment/property has been identified as surplus property. Surplus Property will determine the most cost effective means for transfer/disposal. This may include transfer to a non-profit or public entity or institution with or without an accompanying financial transaction.

  •  

    Transfer of Current Grant or Contract

    Responsible Party	Action
    Principal Investigator (PI)	Notify the Office of Sponsored Research and Award Administration (OSRAA) that s/he has accepted employment at another institution and intends to transfer the current award to the new institution.
    Office of Sponsored Research and Award Administration (OSRAA)	Upon PI's notification, coordinate transfer of grant or contract funds and equipment.   If applicable, submit a copy of the sponsor's instructions to Fixed Assets Property Management.
    Transferring Department	Complete a Property Disposition Request (PDR) Form including information such as the receiver's name, address, telephone number, and the receiver's contact person.   Obtain department head signature and send PDR to Fixed Assets Property Management.   Ship equipment to receiver's contact person.
    Fixed Assets Property Management - Business Affairs	Remove asset record(s) from inventory.

    Transfer of Equipment with PI to Outside Institution

    Responsible Party	Action
    Principal Investigator (PI)	Notify Department that s/he has accepted employment at another institution and requests permission to transfer equipment to the new institution.  The request must include: a) statement that collaboration will be continued while at the new institution and b) complete list of equipment (both capital and minor) that will be needed to continue the activity.
    Transferring Department	Department Head approves or disapproves PI’s request after investigating within their department and with all other OSU units to see whether equpment can be used at OSU. If equipment is transferred to another OSU department, please see PRO 805-01: Transfer/Sale of Equipment Between OSU Departments.   If the transfer to an outside institution is approved, the Department Head prepares a letter to Fixed Assets Property Management summarizing the continuing collaboration and requesting permission for the transfer.   The Department Head submits the letter, list of all equipment to be transferred, and a signed Property Disposition Request (PDR) Form for the capital equipment to be transferred to Fixed Assets Property Management for approval.
    Fixed Assets Property Management	Review asset records for eligibility to transfer, notify department of decision and any requirements (i.e., required buy-out payment of state-funded assets must be received prior to shipment of any equipment to new institution).
    Transferring Department	If transfer approved, arranges shipment of equipment to new institution.
    Fixed Assets Property Management	Remove asset record from inventory

    Transfer of Equipment/Property to Non-Profit or Public Agency or Institution

    Note: A non-profit organization must provide documentation confirming current non-profit status to be considered eligible to receive property.
    Responsible Party	Action
    Transferring Department	Create a list of items to be transferred and contact Surplus Property to review the list for approval.   A PDR must be completed for all inventory/property with a current asset number and the appropriate responsible party signature and submitted to Fixed Assets Property Management for review.   Upon authorization, a transfer form will be provided by Surplus Property for completion by the transferring department.   The transferring department may transfer the property to the receiving organization.   The receiving organization will finish completing the transfer form and provide the non-profit documentation, prior to removing the property from OSU.
    Surplus Property	Surplus Property will review the items listed for transfer and approve the request, if appropriate. Surplus will determine if this is a cost effective means for disposal of the property and if the receiving organization meets qualifications.   Surplus Property will retain the records of all transfers for the required record retention.   Upon transfer, the property will be removed from inventory by Fixed Assets Property Management. Surplus Property will notify Fixed Assets of the completed transfer.   Surplus Property will assure equitability and reduce the perception of favoritism.   If a department appears to be directing supplies/equipment to any one organization on a regular basis, the management for Surplus Property may intervene and take corrective actions.
    Fixed Assets Property Management	Remove asset record(s) from inventory.

    Additional Information

    Oregon Revised Statute 351.210

    See PRO 900: Sponsored Research and Federal Property