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PMM 3.1.2 Identification of Government and Other Sponsor-Provided Equipment

Last Revised Date:
July 1, 2026
Responsible Unit(s):
Property Management
Responsible Unit Email(s):
FNSV-PropertyManagement@arizona.edu
Manual:
Property Management Manual
Status:
Active

Purpose and Summary

To provide direction to university departments on the procedure for the identification of government and other sponsor provided equipment.

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international.

Policy

  1. All capital equipment provided to the University by the government or other sponsor, or capital equipment obtained from General Services Administration (GSA) Excess Property for use on a Sponsored Projects Services account shall be assigned a University property S-tag number.
  2. The Principal Investigator (PI) 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 GSA Excess Property, the PI shall immediately ensure that the quantity, description, and condition of the equipment are recorded accurately on the receiving/shipping documents. The PI shall ensure 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 and to the SPS Property Administrator.
  3. Property Management 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 Federal Government, Property Management will also issue a "Property of the Federal Government" tag.
  4. The custodial department is responsible for affixing tags, painting and/or engraving tag numbers on items upon receipt of the tags from Property Management.

Procedures

ResponsibilityAction
Principal Investigator
  1. Ensure that the quantity, description and condition of government, other sponsored and GSA Excess Property is accurately recorded.
  2. If no damage, overage or shortage is discovered: Indicate on the receiving/shipping documents that the equipment has been received in good condition.
  3. If damage, overage or shortage is discovered: Provide a statement of the condition and apparent 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. Complete an Equipment Receipt Form and forward it with a copy of the receiving/shipping document to the SPS Property Administrator.
SPS Property Administrator
  1. Upon receipt of the form SPS Property verifies all information is accurate. 
  2. Form is forwarded to Property Management for tag issuance. 
Property Management
  1. Upon receipt of the Equipment Receipt Form, determine the titleholder by checking the titleholder database or conferring with the SPS Property Administrator as to the property titleholder.
  2. Process an asset global addition document in UAccess Financials to generate the asset in system.
  3. Issue a University S-tag, and, if the items are GFE, issue a "Property of Federal Government – Do Not Destroy" 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 in the Capital Asset Module (CAM) and Acknowledge. If applicable, submit corrections via Asset Edit document.

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