Departments wishing to transfer research equipment originally purchased under a sponsored program to another university or college:
The university is prohibited from giving away assets without receiving comparable value in return. However, it is possible for research personnel, who have terminated employment with the university, but who will be employed by another university or college, to transfer research equipment acquired on both current and retired sponsored accounts to their new institution.
Equipment may also be transferred on a case-by-case basis, on an exception-approval basis, by the department head to federal and non-profit research agencies. The following conditions are required to transfer research equipment to another university or college, a federal agency, or non-profit organization:
- Equipment must have been purchased entirely with sponsored project grant and contract accounts, obtained as government-furnished equipment, or purchased on restricted accounts (non-university funded) for specific researchers.
- Equipment purchases with any state appropriation or university local funds are not transfer eligible. The new institution can offer to purchase these items of equipment.
- The equipment is used for research purposes.
- The equipment will be titled to an eligible institution. Under no circumstance will property be transferred to an individual or for-profit organization, unless required by award terms or sponsor instructions.
The Department Head is responsible to assess the ongoing need of the equipment within their department/college when UNLV has title to equipment after the sponsored project that funded the equipment purchase is over. When a sponsored program is current and ongoing it is standard practice to transfer the equipment with the departing faculty member.
However, when a project is over UNLV retains title and may need the equipment to support related research projects. If the university still has a use for it then the transfer is at the discretion of the department head.
If the sale/transfer is approved, the department head should complete the Equipment Transfer Form.
Individual, who is transferring equipment to another institution, is responsible to provide the department head, with all the pertinent information, relating to the equipment being transferred. Individual will route the Equipment Transfer Form, for applicable authorization signatures and then submit it to Property Control.
Office of Sponsored Programs
The Office of Sponsored Programs (“OSP”) is responsible to verify that the equipment meets or does not meet the transfer requirements dictated by federal regulations. OSP will approve or disapprove of the equipment transfer. If the equipment does not meet the eligibility requirements to transfer, OSP will return the transfer form to the department with an explanation. The completed Equipment Transfer Form will be forwarded to Property Control.
The Principal Investigator (“PI”) is responsible to ensure that the new institution receives all equipment and bar-code the equipment accordingly. Forward the signed receipt (Equipment Transfer Form) to UNLV Property Control.
UNLV Property Control is responsible for recording adjustments to the UNLV asset management system to remove the equipment from the department’s inventory of record and administering any sales transactions via its subsidiary Surplus Center.
Federally Funded Equipment
A listing of all equipment that is being requested for transfer should be provided to Property Control using the Equipment Transfer Form. The list should include the UNLV tag numbers.
The form must be signed by:
- The Department Dean - This is to ensure the chair is aware of the transfer for his own record keeping purposes.
- The Office of Sponsored Programs - This is needed to ensure the sponsoring program is aware and approves the transfer.
- The Property Control Department at the gaining institution - This is to ensure the gaining institution is aware of the transfer and can bar code the equipment as applicable.
If the equipment was purchased with funds from an expired grant or state funds than the Dean will have to approve the SALE of the equipment to the new institution:
- Property Control, via its Surplus Center will determine the fair market value (FMV) of the equipment, with input form the department head (Dean).
- An Invoice will be submitted by UNLV Surplus Center to the institution purchasing the equipment with instructions for payment.
- Equipment can NOT leave UNLV prior to receipt of payment.