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PMM 3.1.4 Use of Sponsor Owned & Funded 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 use of sponsor owned and sponsor funded/university titled property.

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. University departments are responsible for the control and use of sponsor owned property and sponsor funded university titled property in accordance with the terms of the contract, grant or agreement.

  2. The University prohibits the personal use of University and sponsor owned equipment.

Procedures

  1. SPONSOR OWNED EQUIPMENT:

    ResponsibilityAction
    Custodial Department
    1. Sponsor owned property shall be used only for the term of the contract and purposes authorized in the award.
    2. Use of sponsor property on other activities shall be permissible, if authorized by the awarding agencies.
    3. When sponsor owned equipment becomes excess to the purposes of the award, notify the Sponsored Projects Services Property Administrator.
    4. Upon the completion or termination of an award with sponsor owned property, the department shall perform a physical inventory of sponsor owned property when requested by the Sponsored Projects Services Property Administrator.
    SPS Property Administrator
    1. When notified by a department that sponsor owned property is excess to their needs, submit to the awarding agency a request for disposition instructions.
    2. At the close of the award, submit to the awarding agency a physical inventory report on residual sponsor owned property. It shall request disposition instructions with title be abandoned or donated to the University. The report shall disclose any discrepancies identified by the physical inventory and request relief of accountability, as applicable.

  2. GOVERNMENT FUNDED/ UNIVERSITY TITLED EQUIPMENT:

    ResponsibilityAction
    Custodial Department
    1. Equipment shall be used in the project or program of the award from which it was acquired as long as needed and without regard to continuing sponsor support.
    2. The equipment must not be encumbered without the prior approval of the awarding agency or pass-through entity.
    3. Provided there is no interference with its use on the original project or program of the award from which it was acquired, the equipment shall be available to other federal sponsored activities with the first preference to the original federal sponsor and the second preference to other federal sponsors.
    4. If property is excess to the original project or program, the equipment is authorized to be used on other federally sponsored activities with the first preference to the original sponsor and the second preference to other federal sponsors.
    5. The equipment can be used on non-federal activities, if permitted by the original project or program contract, grant or agreement.
    6. When the equipment is no longer needed, log onto the AssetWorks asset management software and fill out the Transfer Request (formerly known as Disposal Request).
    7. Provide or arrange for transport to Surplus Property. 
    Surplus Property
    1. Sell or dispose of the equipment per Surplus Property disposal procedures.
    2. If the sale bid is $5,000 or more per unit and the property was acquired on a Sponsored Projects Services account (3000000 – 4999990), obtain approval for the sale from the Sponsored Projects Services Property Administrator.  
    SPS Property Administrator
    1. When contracted by Surplus Property, verify if the sponsor is a federal agency and if the federal sponsor’s contract, grant or agreement has a property provision requiring federal sponsor approval before a disposal sale.
    2. If federal sponsor approval for the disposal is required, submit a disposition request to the federal sponsor. Inform Surplus Property upon receipt of instructions from the federal sponsor.

  3. SPONSOR FUNDED (NON-GOVERNMENT SPONSOR)/ UNIVERSITY TITLED EQUIPMENT:

    ResponsibilityAction
    Custodial Department
    1. Equipment shall be used in the project or program of the award from which it was acquired as long as needed and without regard to continuing sponsor support. 
    2. When the award is complete the equipment may be used for other university purposes following section 7.50 Use of University Owned Equipment. 
    3. When the equipment is no longer needed, log onto the AssetWorks asset management software and fill out the Transfer Request (formerly known as Disposal Request).
    4. Provide or arrange for transport to Surplus Property. 
    Surplus Property
    1. Sell or dispose of the equipment per Surplus Property disposal procedures.
    2. If the sale bid is $5,000 or more per unit and the property was acquired on a Sponsored Projects Services account (3000000 – 4999990), obtain approval for the sale from the Sponsored Projects Services Property Administrator.  
    SPS Property Administrator
    1. When contracted by Surplus Property, verify the sponsor is not a federal agency before a disposal sale.

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