Property Management (PRO) Manual

Principal Investigator (PI)

1. 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)

1. Upon PI's notification, coordinate transfer of grant or contract funds and equipment.
    
2. If applicable, submit a copy of the sponsor's instructions to Fixed Assets Property Management.

Transferring Department  

1. Complete a Property Disposition Request (PDR) Form including information such as the receiver's name, address, telephone number, and the receiver's contact person.
    
2. Obtain department head signature and send PDR to Fixed Assets Property Management.
    
3. Ship equipment to receiver's contact person.

Fixed Assets Property Management - Business Affairs

1. Remove asset record(s) from inventory.

Principal Investigator (PI)

1. 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

1. 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.
    
2. 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.
    
3. 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.

1. 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

1. If transfer approved, arranges shipment of equipment to new institution.

Fixed Assets Property Management

1. Remove asset record from inventory

Responsible Party

Action

Transferring Department

1. Create a list of items to be transferred and contact Surplus Property to review the list for approval.
    
2. 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.
    
3. Upon authorization, a transfer form will be provided by Surplus Property for completion by the transferring department.
    
4. The transferring department may transfer the property to the receiving organization.
    
5. The receiving organization will finish completing the transfer form and provide the non-profit documentation, prior to removing the property from OSU.

Surplus Property

1. 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.
    
2. Surplus Property will retain the records of all transfers for the required record retention.
    
3. Upon transfer, the property will be removed from inventory by Fixed Assets Property Management. Surplus Property will notify Fixed Assets of the completed transfer.
    
4. Surplus Property will assure equitability and reduce the perception of favoritism.
    
5. 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

1. Remove asset record(s) from inventory.