9-IDENTIFICATION AND RECORDS

9.30 GOVERNMENT AND OTHER SPONSOR PROVIDED EQUIPMENT
EFFECTIVE
6/1/00		LAST UPDATE
12/01/02
PURPOSE: To provide direction to university departments on the procedure for the identification of government and other sponsor provided equipment.
AUTHORITY: Powers and duties of the University President, ABOR Policy 3-801 and 3-802

Below authority applies ONLY to Federal Property (acquisition dollars or title):

48 Code of Federal Regulations 45.502-1 & 2, 45.505-1, 2 & 5 and 45.506
Office of Management and Budget Circular A-110
POLICY: All capital equipment provided to the University by the government or other sponsor, or capital equipment obtained from GSA Excess Property for use on a Sponsored Project account shall be assigned a University property A-tag number.

The principal investigator (P.I.) is responsible for receiving and inspecting the government Furnished equipment (GFE), other sponsor furnished equipment (SFE) and GSA Excess Property. Upon receipt of the GFE, SFE and Excess Property, the P.I. shall immediately ensure that the quantity, description, and condition of the equipment are recorded accurately on the receiving/shipping documents. The P.I. shall insure that the receiving/shipping documents include the sponsor's valuation of the equipment and a copy of these documents is to be sent to Property Management-FSO and to the SPS Property Administrator.

Property Management-FSO is responsible for issuing the tag (s) upon notification of the receipt of GFE, SFE and GSA Excess Property and to provide the tag (s) to the custodial department to affix. For items to be titled to the U.S. government, the FSO Property Management Office will also issue a "Property of the U.S. Government" tag.

The custodial department is responsible for affixing tags, paint and/or engraving tag numbers on items within one week of receipt of the tags from Property Management-FSO.

PROCEDURE:
    RESPONSIBILITY ACTION
    PRINCIPAL
    INVESTIGATOR
    1. Ensure that the quantity, description and condition of government, other sponsored and GSA Excess Property is accurately recorded.

      IF NO DAMAGE, OVERAGE OR SHORTAGE IS DISCOVERED

    2. Indicate on the receiving/shipping documents that the equipment has been received in good condition.

      IF DAMAGE, OVERAGE OR SHORTAGE IS DISCOVERED

    3. Provide a statement of the condition and apparent causes on the causes in the space provided on the shipping/receiving document. Also notify the sponsor’s contracting or grants officer.

    4. If the shipper/receiving document does not include a listing of the sponsors valuation of the equipment, contact the sponsor’s contract or grant office for the valuation.

    5. Forward a copy of the receiving/shipping document with the Sponsored Project account number to Property Management-FSO and the SPS Property Administrator.
    PROPERTY
    MANAGEMENT-FSO
    1. Upon receipt of the receiving/shipping document, determine the titleholder by checking the titleholder database or conferring with the SPS Property Administrator as to the property titleholder.

    2. Issue a University A-tag, an Asset Control Sheet and, if the items are GFE, issue a "U.S. Government Property" tag to the custodial department.
    CUSTODIAL
    DEPARTMENT
    1. Affix the tag (s), paint or engrave the tags number on the items, or if impractical, create a departmental record.

    2. Verify the data on the Asset Control Sheet and return to Property Management-FSO within one week.
    PROPERTY
    MANAGEMENT-FSO
    1. Enter into the asset records, the additions or corrections made to the Asset Control Sheet by the custodial department.

CROSS-REFERENCES:

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