Proposed Process Update Equipment Inventory Office March 22, 2012 EQUIPMENT TRANSFERS

 Equipment Transfer – Researcher is moving his research to another institution (non-profit research facility in the US) and wants to take equipment with him.  When is this okay?  It depends on the type of funds used to purchase it.  This is why EIO has to get involved in the approval process. GENERAL DEFINITION AND CRITERIA

 89% of calendar year 2010 and 2011 transfers were from one of the three most common funding scenarios below:  Open award funds (13%)  Closed award funds (37%)  State funds (39%)  How do we determine funding?  Federal: Revenue source code  State: Revenue source code 00, (includes start up funds and anything not federal/agency) MOST COMMON TRANSFERS

 There are several (six) unique funding scenarios. We’ll talk through one today as an example:  Agency and Federally titled equipment (6% of calendar year 2010 and 2011 transfers) LESS COMMON TRANSFERS

 Researcher AND research moving to another institution. Researcher wants to take equipment funded by that open award. OPEN AWARD FUNDS

 Department sends asset information to EIO  EIO:  Reviews funding source  Verifies the item was funded by the open award  Verifies the item is titled to the University  Requests written verification that the open award will leave the UW from OSP & GCA  EIO receives written verification that the open award will leave the UW from OSP & GCA  EIO approves the item to leave the UW and sends required paperwork to department OPEN AWARD FUNDS CURRENT & PROPOSED PROCESS

 Options after EIO approves:  Department cannot deny transfer.  Researcher can choose to leave the item(s) behind. OPEN AWARD FUNDS

 Researcher is moving his research to another institution and wants to take equipment funded by a closed award. CLOSED AWARD FUNDS

 Department sends asset information to EIO  EIO:  Reviews funding source  Verifies the item was funded by a Federal closed award  Verifies the item is titled to the University  Verifies the item is going to a non-profit within the United States  EIO approves the item to depart  Department decides to allow or not allow transfer  EIO sends the department the required paperwork CLOSED AWARD FUNDS CURRENT PROCESS

 Department sends asset information to EIO  EIO:  Reviews funding source  Verifies the item was funded by a Federal closed award  Verifies the item is titled to the University  After a-c completed, requests written sponsor approval from department (specific to the award and/or budget number)  EIO receives written sponsor approval from department  EIO approves the item to depart and sends the department the required paperwork CLOSED AWARD FUNDS PROPOSED PROCESS (WITH SPONSOR APPROVAL)

 Department sends asset information to EIO  EIO:  Reviews funding source  Verifies the item was funded by a Federal closed award  Verifies the item is titled to the University  After a-c completed, requests written sponsor approval from department (specific to the award and/or budget number)  EIO does not receive written sponsor approval from department  EIO formally notifies department that the item is not eligible to leave the University  If the department has no need for the equipment, there are two options:  Sell or give the item internally to another UW department (using a state to state budget sale - with no federal funds being used).  Send it to Surplus Property for regular surplus disposal (researcher would still have the option to purchase the item through Surplus Property) (note: computing equipment would be wiped prior to sale) CLOSED AWARD FUNDS PROPOSED PROCESS (WITHOUT SPONSOR APPROVAL)

 Options after EIO approves:  Department can deny transfer.  Department is not required to allow sale if the sponsor approval is not obtained. CLOSED AWARD FUNDS

 Researcher wants to take a University titled item purchased with state funds with them to another institution. STATE FUNDS

 Department sends asset information to EIO  EIO:  Reviews funding source  Verifies the item was funded by state funds  Alerts department that the item qualifies for a sale  If interested, department asks EIO to get fair market value from Surplus Property (3-8 weeks)  EIO communicates fair market value to department  Researcher works with new institution to see if they are willing to purchase the item for the fair market value  If yes, Surplus Property invoices the other institution  Other institution makes payment to Surplus Property  Income must be deposited to a non-federal budget  Upon receipt of payment, EIO approves item to leave the UW and sends the department the required paperwork STATE FUNDS CURRENT PROCESS

 Department sends asset information to EIO  EIO:  Reviews funding source  Verifies the item was funded by state funds  Formally notifies department that the item is not eligible to leave the University for free  If the department has no need for the equipment, there are two options:  Sell or give the item internally to another UW department (using a state to state budget sale - with no federal funds being used)  Send it to Surplus Property for regular surplus disposal (researcher would still have the option to purchase the item through Surplus Property) (note: computing equipment would be wiped prior to sale)  NOTE: Surplus can work directly with the purchaser (new institution) STATE FUNDS PROPOSED PROCESS

 Options: If EIO denies the item for free transfer, the department cannot later approve. STATE FUNDS

 Researcher is moving his research to another institution and wants to take equipment that is titled to the Federal government or agency. AGENCY AND FEDERALLY TITLED EQUIPMENT

 Department sends asset information to EIO  EIO:  Reviews funding source  Verifies the item is titled to the Federal government or agency  After a-b completed, requests written sponsor permission from department (specific to the award and/or budget number)  If EIO receives written sponsor approval from department, EIO approves the item to leave the UW and sends department the required paperwork.  If EIO does not receive written sponsor approval from department:  EIO rejects the item to leave the UW and sends formal documentation to the department  When no longer needed, equipment is returned to the federal government or agency or department works with EIO to request disposition AGENCY AND FEDERALLY TITLED EQUIPMENT CURRENT AND PROPOSED PROCESS

 Options after EIO approves:  Department cannot deny transfer.  Researcher can choose to leave the item(s) behind. AGENCY AND FEDERALLY TITLED EQUIPMENT

Erin Fay Heidi Schwab FEEDBACK