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PMM 4.3 Transfer of Sponsored 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 regarding transferring research equipment to another university or college.

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. The University is prohibited by Arizona Revised Statutes from giving away assets without receiving comparable value in return. However, it is possible for research personnel who have terminated employment with the University of Arizona, 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, 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.
    1. Equipment must have been purchased entirely with sponsored project grant and contract accounts (3000000 - 4999990), obtained as government-furnished equipment, or purchased on restricted accounts. 
    2. Equipment purchased with funding split between University Funding (Non-sponsor funds) and Sponsor funds cannot be transferred or purchased by another institution. This equipment must remain at the University.
    3. The equipment is used in the conduct of a research project. The equipment actually applicable to a research project shall be determined by the Office of Research and Partnerships.
    4. The equipment will be titled to an eligible institution. Under no circumstance will property be transferred to an individual or for-profit organization. Foreign entities are not considered eligible institutions. Transfers to foreign entities must be approved by the sponsor. 
    5. The transferring researcher is the principal or co-Principal Investigator on the sponsored grant or contract the equipment was originally acquired under.

Procedures

ResponsibilityAction
Principal Investigator
  1. Email to the SPS Property Administrator a list of equipment desiring to transfer that includes the A-tag identification number and account numbers on which the items were purchased. Indicate the name of the new employing institution. 
SPS Property Administrator
  1. Verify that the equipment items meet or do not meet the transfer requirements and inform the Principal Investigator. 
Principal Investigator
  1. Prepare a memorandum to the Office of Research and Partnerships requesting the research equipment transfer with the following information:
    1. Reason for the transfer.
    2. Name of the new institution
    3. Name and address of new institution’s Property Administrator.
    4. Date items are to be shipped.
    5. Provide signature lines for the department head, dean, SPS Property Administrator and the Office of Research and Partnerships.
    6. Attach a list of assets to be transferred.
    7. Obtain the department head’s signature and the dean’s signature.
  2. Forward the memorandum with the department head and dean signatures to SPS Property Administrator. 
SPS Property Administrator
  1. Verify that the listed equipment meets the transfer requirements, sign the transfer authorization memorandum, and forward the memorandum to the Office of Research and Partnerships with a recommendation. 
Office of Research and Partnerships
  1. Approve or disapprove the transfer request and return memorandum to SPS Property Administrator for distribution. 
SPS Property Administrator
  1. Distribute the signed memorandum, prepare a Property Record Change Form (PRCF) to delete the assets from the Capital Asset Module (CAM). 
Property Management
  1. Process PRCF to remove the assets from the Capital Asset Module (CAM).

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