Government Property

Government-titled property is categorized into three types:

Contractor-Acquired Government Property

  • This is property purchased by the university using award funds.
  • The government owns this property as specified in the award terms.
  • Prior approval from the sponsor can be required, even if the property is in the award budget.

Government Furnished Equipment

  • This includes capital or non-capital equipment provided by the government for a specific award.
  • It will be listed in the initial or modification in award documents.
  • Departments should inform the OCG Compliance Officer when they receive this equipment.

Government Furnished Materials

  • These are consumable materials and supplies provided by the government for a specific award.
  • They will be identified in the award documents.
  • Departments should notify the OCG Compliance Officer when they receive these materials.

Unlike university-owned property, using government property on other awards requires specific authorization from the sponsor. When government property is received, the department must contact the OCG Compliance Officer to ensure the property is tagged, verified, and reported to the sponsor as per federal regulations.

When the University acquires property using sponsored award funds, it must ensure that the property:

  1. Is Used for the Project: The property should be actively utilized for the conduct of the project.
  2. Is Available for Other Research: It should be made available for other research activities whenever possible.
  3. Is Well-Maintained: The property must be kept in good working condition.
  4. Is Safeguarded: Measures should be in place to protect against loss, theft, damage, or abuse.

Maintenance Program:

Departments responsible for government property must establish and follow a maintenance program that includes:

  • Regular inspections
  • Calibration
  • Condition notes

If any corrective maintenance, repairs, or replacements are needed for government property, these must be reported to the sponsor. Departments should also contact the OCG Compliance Officer when maintenance occurs.

The University manages Government property according to Federal regulations which includes but is not limited to the list below.

Tagging: Government property (contractor-acquired or furnished) will be issued a tag starting with "0F" followed by four numbers. Departments must contact the OCG Compliance Officer to affix the tag, provide relevant details and enter the property into the Universities asset management system.

Annual Inventory: Part of the requirements to managing Government titled property is to complete an annual physical inventory and self-evaluation with assistance from the OCG Compliance Team. This will be scheduled directly with the department staff or PI contacts.

Reporting: Government property reports are due by October 31 each year. The OCG Compliance Team collaborates with departments to gather and submit the necessary information.

At the end of an award, the OCG Compliance Officer will submit a final property report and request instructions for handling Government property.

To ensure accurate and timely reporting, the department and PI will:

  1. Complete theÌýÌý30 days prior to the sponsor due date.
  2. Confirm with the OCG Compliance Officer that the closeout inventory is complete.
  3. Indicate a preference for the disposition of the Government property to retain, dispose or return the equipment to the funding sponsor.Ìý

After receiving the final report and request, the sponsor will provide one of these instructions:

  1. Transfer the property title to the University.
  2. Property title remains with the Government, transfer accountability to another federal award within our institution, and property continues to be under sponsor control.
  3. Property is titled to the Government and returned as instructed by the sponsor.

Departments can reference the InfoEd award record to determine if a DCPR is required for any sponsored award. OCG sends reminders to Principal Investigators and departments via email with a link to the online DCPR.