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Guidelines for Use of Government Owned Equipment

This policy outlines the rules and regulations for the control and use of government owned property and government funded university titled equipment. It explains the permissible uses, record keeping requirements, and procedures for disposal.

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Guidelines for Use of Government Owned Equipment

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  1. Guidelines for Use of Government Owned Equipment http://policy.fso.arizona.edu/pmm/700/760

  2. Authority • Code of Federal Regulations (CFR)/Office of Management and Budget (OMB) • State of Arizona Regulations (ARS) • Arizona Board of Regents (ABOR) • U of A Property Management Manual • http://policy.fso.Arizona.edu/pmm

  3. Policy University departments are responsible for the control and use of government owned property and government funded university titled property in accordance with the terms of the contract , grant or agreement.

  4. GOVERNMENT OWNED EQUIPMENT Government owned property can only be used for the purpose of the contract for the term of the contract.

  5. GOVERNMENT OWNED EQUIPMENT Government owned property can be used on other activities with the written consent of the federal awarding agencies.

  6. GOVERNMENT OWNED EQUIPMENT Government property must be kept separate from university owned property except: Where the comingling of property is advantageous to the government With permission of the contracting party and where the property is clearly identified as government property

  7. GOVERNMENT OWNED EQUIPMENT A log must be kept for government property with a value of $5,000 or more with the following reportable information: The minimum level of usage below which retention needs to be justified and analyzed. A record of the actual use.

  8. GOVERNMENT OWNED EQUIPMENT When government owned property becomes excess to the purposes of the contract, the department must notify the Sponsored Projects Services Property Administrator.

  9. GOVERNMENT OWNED EQUIPMENT Upon termination of the grant, contract or agreement, the department must conduct an inventory of the property and contact the Sponsored Projects Services Property Administrator.

  10. GOVERNMENT FUNDED/UNIVERSITY TITLED EQUIPMENT Government funded/university titled equipment can be used in the scope of the contract, grant or agreement from which it was acquired for as long as needed.

  11. GOVERNMENT FUNDED/UNIVERSITY TITLED EQUIPMENT The equipment title cannot be encumbered through other sponsor funds and property provisions without the approval of the federal awarding agency. .

  12. GOVERNMENT FUNDED/UNIVERSITY TITLED EQUIPMENT Provided there is not interference with the use of the equipment on the original project or program, the equipment should be first be used on activities pertaining to the sponsor under which the equipment was acquired. Secondarily, the equipment can be used for activities related to other federal sponsors.

  13. GOVERNMENT FUNDED/UNIVERSITY TITLED EQUIPMENT The equipment can be used on non- federal activities only if permitted by the original project, program contract or grant agreement.

  14. SURPLUS PROPERTY If the equipment is not longer needed, arrange for disposal using the Surplus Property protocols.

  15. SURPLUS PROPERTY If the sale bid for the property exceeds $5,000 and was purchased on a Sponsored Projects account, obtain approval for the sale from the Sponsored Projects Services Property Administrator.

  16. REFERENCES • Arizona Board of Regents (ABOR) Policies 3-801 and 3-802. • 48 Code of Federal Regulations (CFR) 45.502, 45.507, 45.508.1, 45.508-2 and 45.509-2. • Office of Management and Budget (OMB) Super Circular • University of Arizona Financial Service Office (FSO) Policies and Procedures PMM 7.60 http://policy.fso.arizona.edu/pmm/700/760

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