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

2.  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

3.  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 01-60  State: Revenue source code 00, 61-99 (includes start up funds and anything not federal/agency) MOST COMMON TRANSFERS

4.  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

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

6.  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

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

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

9.  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

10.  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)

11.  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)

12.  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

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

14.  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

15.  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

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

17.  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

18.  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

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

20. Erin Fay erinfay@uw.edu 206.543.9859 Heidi Schwab heidi22@uw.edu 206.616.4045 FEEDBACK