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Business and Financial Policies and Procedures

12.3.4 Transfer Sponsored Equipment to Another University

Policy Statement

Equipment purchased from sponsored research funds may be permanently transferred to another university or non-profit institution with the approval of the researcher, the unit head, college dean, the Vice Chancellor for Research (Chicago only), and the receiving institution.

Do not move any equipment until all these steps and approvals have been completed.


To transfer equipment to another university or non-profit institution:

  1. Consult Banner Fixed Assets to confirm that your unit is on record as the responsible organization for the equipment to be transferred and that it is titled to the state of Illinois.
  2. Determine that all these criteria are met:
  • The equipment was purchased with sponsored research funds, used at the University of Illinois System for sponsored research, and is needed to continue that research.
  • The funds were paid by the sponsor to facilitate research by an identified principal investigator or faculty member employed by the system.
  • The principal investigator's position is being terminated at the system of Illinois system and their research is to continue at another not-for-profit institution.
  • The other institution is willing to accept responsibility for the equipment.
  • Data has been eliminated from electronic storage media unless required for sponsored research.
  1. Complete a Request to Permanently Transfer Sponsored Project Equipment with Researcher form. Complete the Schedule of Equipment part of the form. Obtain signature approvals and submit to University Property Accounting and Reporting (UPAR).
  2. UPAR obtains approval from the Grants and Contracts Office and the Department of Central Management Services.
  3. Complete a surplus/disposal transaction in FABweb.

Forms Used in this Procedure

Request to Permanently Transfer Sponsored Project Equipment with Researcher
Instructions to: Request to Permanently Transfer Sponsored Project Equipment with Researcher

Related Policies and Procedures

16.1.4 Equipment, Equipment Leases, and Expendable Supplies
12.3.6 Loan Equipment to Another Institution
12.4.5 Remove Data from Electronic Devices

Additional Resources

Fixed Assets 104: Equipment Loans and Other Transfers
FABweb Transfers and Disposals Participant Guide

Last Updated: June 1, 2011 | Approved: Senior Associate Vice President for Business and Finance | Effective: June 2011

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