Oregon State University

805-02: Transfer of Equipment from OSU

Property Management Policy & Procedure Manual
Section 805: Transfer of Equipment
Effective: 07/01/1971
Revised: 02/25/2012

OSU owned equipment (title code SI) may be transferred to other state agencies with or without an accompanying financial transaction. 

State-owned equipment may be transferred to a non-state agency when:

  1. It is accountable to a current grant or contract that is transferred to another institution;
  2. When there will be a continuing collaborative research relationship between a departing faculty member and OSU that is expected to last at least two years.   Equipment acquired on federal grants and contracts may be transferred without restriction.  Equipment funded entirely or in part by state funds must be purchased by the new institution in an amount not less than the current depreciated value of the state-funded portion of the asset on OSU’s records. or
  3. The equipment/property has been identified as surplus property as defined in OAR 580-040-0300. Surplus Property will determine the most cost effective means for transfer/disposal. This may include transfer to a non-profit or public entity with or without an accompanying financial transaction.

Transfer to another State of Oregon Agency

Responsible Party

Action

Transferring Department

  1. Complete a Property Disposition Request (PDR) Form including information such as the receiving agency's name, address, telephone number, and the agency's contact person.
  2. Obtain department head signature and send PDR to Business Affairs, Fixed Assets.
  3. Ship equipment to receiving agency's contact person.
  4. Receive acknowledgement that equipment was received.

Business Affairs, Fixed Assets

  1. Remove asset record from inventory.
  2. Mail a copy of the PDR to the receiving agency.

Transfer of Current Grant or Contract

Responsible Party

Action

Principal Investigator (PI)

  1. Notify the Office of Post Award Administration (OPAA) that s/he has accepted employment at another institution and intends to transfer the current award to the new institution.

Office of Post Award Administration (OPAA)

  1. Upon PI's notification, coordinate transfer of grant or contract funds and equipment.
  2. If applicable, submit a copy of the sponsor's instructions to Business Affairs, Fixed Assets.

Transferring Department  

  1. Complete a Property Disposition Request (PDR) Form including information such as the receiver's name, address, telephone number, and the receiver's contact person.
  2. Obtain department head signature and send PDR to Business Affairs, Fixed Assets.
  3. Ship equipment to receiver's contact person.

Business Affairs, Fixed Assets

  1. Remove asset record from inventory.

Transfer of Equipment to Non-State Institution

Responsible Party

Action

Principal Investigator (PI)

  1. Notify Department that s/he has accepted employment at another institution and requests permission to transfer equipment to the new institution.  The request must include:
    1. a statement that collaboration will be continued while at the new institution and
    2. a complete list of equipment (both capital and minor) that will be needed to continue the activity.

Transferring Department

  1. Department Head approves or disapproves PI’s request.  If approved, prepares a letter to Business Affairs, Fixed Assets summarizing the continuing collaboration and requesting permission for the transfer.  Submits letter, list of all equipment to be transferred, and a Property Disposition Request (PDR) Form for the capital equipment to be transferred to Business Affairs, Fixed Assets for approval.
Business Affairs, Fixed Assets
  1. Review asset records for eligibility to transfer; Notify department of decision, and any requirements (i.e., required buy-out of state-funded assets).

Transferring Department

  1. If transfer approved, arranges shipment of equipment to new institution.

Business Affairs, Fixed Assets

  1. Remove asset record from inventory

Transfer of Equipment/Property to Non-Profit or Public Agency

Note: to be considered eligible to receive property, a non-profit organization must provide documentation confirming current non-profit status.

Responsible Party

Action

Transferring Department

  1. Create a list of items to be transferred and contact Surplus Property to review the list for approval.
  2. A PDR must be completed for all inventory/property with a current asset number and the appropriate responsible party signature and submitted to Business Affairs, Fixed Assets for review.
  3. Upon authorization, a transfer form will be provided by Surplus Property for completion by the transferring department.
  4. The transferring department may transfer the property to the receiving organization.
  5. The receiving organization will finish completing the transfer form and provide the non-profit documentation, prior to removing the property from OSU.
  6. The transferring department must return the completed form and non-profit documentation to Surplus Property within 3 days of the property being removed from OSU.

Surplus Property

  1. Surplus Property will review the items listed for transfer and approve the request if appropriate. Surplus will determine if this is a cost effective means for disposal of the property and does the receiving organization qualify.
  2. Surplus Property will retain the records of all transfers for the required record retention.
  3. Upon transfer, the property will be removed from inventory by Business Affairs, Fixed Assets. Surplus Property will notify Business Affairs, Fixed Assets of the completed transfer.
  4. Surplus Property will assure equitability and reduce the perception of favoritism.
  5. If a department appears to be directing supplies/equipment to any one organization on a regular basis, the management for Surplus Property may intervene and take corrective actions.

Additional Information

Oregon Revised Statute 351.210

Oregon Administrative Rule 580-040-0302

Cross Reference

See PRO 900: Sponsored Research and Federal Property.

Contact Info

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