PMM 4.7 Relief of Accountability for Sponsor-Owned Property

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 relief from accountability for sponsor titled property, including government 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

Sponsored Projects Services is responsible for coordinating and submitting all requests to the sponsor for relief of accountability for sponsor titled property in possession of the University on a sponsored project. A relief of accountability request is necessary when sponsor titled property has been lost, damaged, destroyed or stolen.

Procedures

Responsibility	Action
Principal Investigator	Notify the SPS Property Administrator when sponsor titled property has been lost, damaged, destroyed, or stolen. The following information should be provided to SPS Property Administrator: What happened to the equipment? (i.e. theft, lost) Date the item was last seen. Statement of current/future need of the item. Statement that property did or did not contain sensitive, export controlled, hazardous or toxic material. Cause and corrective action taken or to be taken to prevent recurrence. If the asset was lost or stolen, the department needs to provide a copy of the police report and supporting documents, as submitted to the Department of Risk Management.
SPS Property Administrator	Notify the sponsor contract or grant administrator regarding the circumstance providing all available information and request relief from accountability. Prepare and submit a Property Record Change Form to Property Management to remove items that the sponsor has granted relief of accountability.

Responsibility

Action

Principal Investigator

Notify the SPS Property Administrator when sponsor titled property has been lost, damaged, destroyed, or stolen.
The following information should be provided to SPS Property Administrator:
1. What happened to the equipment? (i.e. theft, lost)
2. Date the item was last seen.
3. Statement of current/future need of the item.
4. Statement that property did or did not contain sensitive, export controlled, hazardous or toxic material.
5. Cause and corrective action taken or to be taken to prevent recurrence.
If the asset was lost or stolen, the department needs to provide a copy of the police report and supporting documents, as submitted to the Department of Risk Management.

SPS Property Administrator

Notify the sponsor contract or grant administrator regarding the circumstance providing all available information and request relief from accountability.
Prepare and submit a Property Record Change Form to Property Management to remove items that the sponsor has granted relief of accountability.

Please note that the following sections are provided solely for the convenience of users and are not part of the official policy.

Sources

Powers and duties of the University President, ABOR Policy 3-801 and 3-802

Authority below applies ONLY to Federal Property (acquisition dollars or title):

Government Property, 48 C.F.R. § 45
Government Property, 48 C.F.R. § 52.245-1
Government Property, 48 C.F.R. § 245
Government Property, 48 C.F.R. § 1852.245
Uniform Guidance, 2 C.F.R. § 200

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