EQUIPMENT TRANSFERS Proposed Process Update Equipment Inventory Office

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

GENERAL DEFINITION AND CRITERIA 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.

MOST COMMON TRANSFERS 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)

LESS 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)

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

OPEN AWARD FUNDS CURRENT & PROPOSED PROCESS Department sends asset information to 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 Options after EIO approves: § Department cannot deny transfer. § Researcher can choose to leave the item(s) behind.

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

CLOSED AWARD FUNDS CURRENT PROCESS Department sends asset information to 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 PROPOSED PROCESS (WITH SPONSOR APPROVAL) Department sends asset information to 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 (WITHOUT SPONSOR APPROVAL) Department sends asset information to 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 Options after EIO approves: § Department can deny transfer. § Department is not required to allow sale if the sponsor approval is not obtained.

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

STATE FUNDS CURRENT PROCESS Department sends asset information to 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 PROPOSED PROCESS Department sends asset information to 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 Options: If EIO denies the item for free transfer, the department cannot later approve.

AGENCY AND FEDERALLY TITLED EQUIPMENT 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 CURRENT AND PROPOSED PROCESS Department sends asset information to 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 Options after EIO approves: § Department cannot deny transfer. § Researcher can choose to leave the item(s) behind.

FEEDBACK Erin Fay erinfay@uw. edu 206. 543. 9859 Heidi Schwab heidi 22@uw. edu 206. 616. 4045