OSU PRO 902-03: Principle Investigator Responsibilities - Use, Maintenance and Storage of Equipment

Purpose

To identify the permissible use of equipment.

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Application

Equipment accountable to grants and contracts.

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Policy

Departments may only use equipment as permitted by the contract or grant, OMB Circular A110 (Property Standards section), OMB Circular A21, the Federal Acquisition Regulations (FARs), and the NASA Grant Handbook.

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Procedure

Principal Investigator Responsibilities

Use of Equipment

1. Limitations

Equipment acquired for sponsored research is to be used for that research as long as it is needed. Federally funded equipment may also be used for other research programs, with first preference given to projects from the same sponsoring agency and second preference given to other federally sponsored projects. Federally owned equipment may be used on non-federal activities with approval from the federal sponsoring agency.  The principal investigator is responsible for:

• Allocating the equipment resources accountable to her/his project.
• Ensuring equipment is used for its intended purposes (and not for private use).
• Ensuring use complies with any additional restrictions contained in the award document.

2. Commingling of Federal and Non-Federal Property

Federal property may be commingled with non-federal property at OSU since it is in the best interests of the federal government for researchers to use existing research facilities and equipment at Oregon State in the performance of contract-related research.  However, approval of commingling is made with the stipulation that government property must be clearly identified and recorded, and that use priority is given to the project for which the property is acquired.

Maintenance

Records must be kept of maintenance performed and deficiencies revealed during periodic inspections for all agency-owned equipment.   See PRO 303: Equipment Management - Use and Maintenance.  Maintenance documents for equipment purchased on grants and contracts should be filed with related information for audit purposes.

Storage

Ensure equipment is appropriately stored and safeguarded when not in use.  See PRO 305: Storage.

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Additional Information

See Federal Publications for additional information on federal requirements at the links below:

Office of Management & Budget (OMB)
OMB Circular A21
OMB Circular A110
Federal Acquisition Regulations (FAR)

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