It is ultimately the responsibility of the Principal Investigator (PI) when government or University equipment and/or non-capital property has been entrusted to him or her under a sponsored agreement, regardless if purchased or otherwise acquired, such as government furnished, to ensure the following requirements are met:
- Acquisition - Must follow grant/contract provisions for the acquisition of property whether through purchase from an outside vendor or transfer from government sources.
- Receipt - Must adequately process and record property as soon as it is received, affixing official UW bar code tag and, when appropriate, a yellow agency tag to the item(s). Immediately notify the Equipment Inventory Office (EIO) of the receipt of government furnished property.
- Physical Inventory:
- Must physically locate each equipment item reflected on the inventories provided periodically by EIO and mark its status on the inventory.
- Must maintain an inventory of all government owned capital and non-capital property.
- Storage – Must insure property is properly safeguarded including special precautions for items containing data and equipment with a high-risk for theft
- Maintenance - Must provide and document the maintenance necessary to obtain a high quality of production and the most useful service life of the property.
- Utilization – Must ensure property is utilized as authorized in the contract or grant agreement.
- Movement – Must properly document both permanent and temporary relocation of property and secure proper authorization for off-campus use when applicable.
- Disposal - Must inform EIO and comply with grant/contract provisions when equipment and/or government furnished property is no longer required, regardless of the method of disposal.
- If government or agency owned or funded, must work with the EIO to obtain written disposition instructions from the sponsor.
- If surplus, must dispose of equipment, materials, and supplies, whether inventorial or not, through the established Surplus Property Department procedure.