Property Management Policy & Procedure Manual
Section 805: Transfer of Equipment
Effective: 07/01/1971
Revised: 06/14/2019

 

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

  1. It is accountable to a current grant or contract that is transferred to another institution;
     
  2. It is no longer needed by any unit at Oregon State University (OSU);
     
  3. 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
     
  4. 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)

  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.

Transfer of Equipment with PI to Outside Institution

Responsible Party

Action

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.
Fixed Assets Property Management
  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

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

  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.

Additional Information

Oregon Revised Statute 351.210

See PRO 900: Sponsored Research and Federal Property