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PMM 3.6.2 Final Sponsored Property Reports and Closeout

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 regarding the preparation and submission of final property reports and completion of property closeout procedures on Sponsored Project awards.

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. Sponsored Projects Services is responsible for the preparation and submission of required final property reports to sponsors and completion of property closeout procedures. 

Procedures

ResponsibilityAction
SPS Property Administrator
  1. Review sponsor awards for final property reporting requirements.
  2. When the final report is on a government contract, submit a property inventory list to the Principal Investigator with instructions to complete and return to the SPS Property Administrator.
  3. Prepare and submit a final property report to the sponsor. Request relief of accountability, as necessary, for lost, unlocated or stolen items. If the final property report being submitted contains sponsor owned equipment, request disposition instructions with a primary emphasis of obtaining title for the University. If there is no property to report, submit a negative closeout property report, when required. 
  4. Upon issuance of disposition instructions, complete and submit the required sponsor closeout property report forms.  
Principal Investigator
  1. If the sponsor requests in its disposition instructions the return of its furnished or titled equipment, it is to be immediately returned. A copy of the receipt and shipping document is to be forwarded to the SPS Property Administrator. 
SPS Property Administrator
  1. Follow up with sponsors to ensure a timely response to any request for disposition instructions.
  2. Prepare a Property Record Change Form (PRCF) to change ownership title to the University when sponsor equipment is transferred, abandoned or given to the University. Direct the University department to remove all government or other sponsor identification. 
  3. Submit PRCF to Property Management for ownership title changes.

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