Property Management Policy & Procedure Manual
Section 902: Principal Investigator Responsibilities
Effective: 07/01/1996
Revised: 04/08/2016

 

Departments will order, receive, and tag equipment as required by the contract or grant, Uniform Guidance 2 CFR 200 and the Federal Acquisition Regulations (FAR) Part 45 Government Property.

Principal Investigator Responsibilities

Ordering

Acquisition documents should be detailed with accurate descriptions of assets and properly coded with the contract or grant index or identifier. Items and quantities requisitioned, purchased or fabricated should be reasonable, contractually authorized, based on firm requirements, and not available from existing stocks.

Orders for supplies and assets should be processed in a timely manner to minimize emergency acquisitions or requisitions. Economic ordering practices should be applied, when applicable. Outstanding orders should be monitored until received, and cancelled or amended promptly when contract modification or other events change requirements.

Receiving

Government furnished property (GFP) and contractor-acquired property received for sponsored research must be reviewed immediately upon arrival. If overages, shortages, or damages are discovered, the PI should provide a statement of the condition and apparent causes to the sponsor's property administrator within 48 hours unless the shipment has moved by Government bill of lading and carrier liability is indicated. Then, the PI should report the discrepancy to the sponsor's property administrator within five working days. Note: A copy of all correspondence with the sponsor's property administrator should be sent to the Office of Sponsored Research and Award Administration (OSRAA).

Packing slips, bills of lading, reports of discrepancies and related documentation must be returned to the department's Business Center and filed with other related grant and contract information. Packing slips for capital equipment should be kept with a copy of the invoice and filed electronically in Nolij as supporting documentation. The receiving process should also include the proper identification of the new equipment.

Tagging

Refer to PRO 302 Tagging. When required for Federally-owned equipment, a "Property of U.S. Government" tag may be acquired from Fixed Assets Property Management.

Equipment with Federal and\or sponsoring organization tags may not be cannibalized or disposed of without written authorization from the sponsoring agency. Request for this authorization needs to be coordinated with Fixed Assets Property Management and OSRAA.