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Business and Financial Policies and Procedures

12.3.4 Permanently Transfer Equipment with Researcher

Policy Statement

Units can permanently transfer equipment purchased from non-State appropriated funds to another university or non-profit institution with a Researcher. Approvals from the Researcher, Unit Head, College Dean, Property Accounting, and the Department of Central Management Services (CMS) at the State are required for all transfers. Approval from the Office of the Vice Chancellor for Research (OVCR) Compliance Officer is required for export controlled and/or international transfers and approval from the Sponsored Programs Administration (UIUC), Research and Sponsored Programs – Post-Award (UIS) or the Grants and Contracts (UIC) office are required for equipment purchased with sponsored project funds.

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

Procedure

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 has been used by the University of Illinois Researcher for the purpose of facilitating research or for other sponsored activities including cost share commitments.
  • The equipment was purchased without use of State-appropriated funds The Researcher is leaving the University of Illinois and needs the equipment to continue research or other sponsored activities at the Recipient Institution.
  • Data and software have been eliminated from electronic storage media on the equipment OR data and/or software remains stored on the equipment and the unit either has executed all necessary agreements or has confirmed that there are no licensing, privacy, or other compliance issues associated with the proposed transfer.
  • The Recipient Institution has expressed willingness to accept responsibility for the equipment.
  1. Complete a Request to Permanently Transfer Sponsored Project Equipment with Researcher form by filling out Sections 1 and 2 and the Schedule of Equipment. Obtain the unit approvals in Section 3.
  2. Route the form to the appropriate university office as indicated in Section 4 of Request to Permanently Transfer Equipment with Researcher using the following guidelines:
  • Export-controlled equipment - route through the OVCR Compliance Officer.
  • Sponsored equipment - route through the Sponsored Programs Administration (UIUC), Research and Sponsored Programs – Post-Award (UIS) or the Grants and Contracts (UIC) office.
  • Both export-controlled and sponsored equipment - route through the OVCR Compliance Officer.
  • Non export-controlled and Non-Sponsored Equipment – route through Property Accounting.
  1. After the form is routed per the guidelines above, the remaining approvals will be obtained without unit involvement. Property Accounting obtains approval from CMS. CMS takes up to 30 days to approve or deny the request.
  2. Once all approvals are obtained, Property Accounting emails the completed form to the unit along with instructions to complete an Agreement for Permanent Transfer of Equipment.
  3. The unit completes the Property Accounting Contract Approval Routing Form along with the Agreement, obtains the Recipient Institution signature and forwards it to UPAR.
  4. UPAR will apply the Comptroller signature and then send the Agreement to the unit letting them know they can transfer the equipment. UPAR will process a disposal for the transferred equipment.
  5. 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
    Property Accounting Contract Approval Routing Form (PA-CARF)
    Agreement for Permanent Transfer of Equipment

    Related Policies and Procedures

    Urbana Supplement - 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
    12.3.5 Other Permanent Equipment Transfer Situations

    Additional Resources

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

    Last Updated: October 24, 2018 | Approved: Senior Associate Vice President for Business and Finance | Effective: June 2011

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