{"id":37033,"date":"2026-07-16T16:47:06","date_gmt":"2026-07-16T20:47:06","guid":{"rendered":"https:\/\/www.purdue.edu\/treasurer\/finance\/?page_id=37033"},"modified":"2026-07-17T07:22:42","modified_gmt":"2026-07-17T11:22:42","slug":"property-accounting-links-and-resources","status":"publish","type":"page","link":"https:\/\/www.purdue.edu\/treasurer\/finance\/controller\/accounting-services\/property-accounting\/property-accounting-links-and-resources\/","title":{"rendered":"Property Accounting Links and Resources"},"content":{"rendered":"\n<div class=\"bulma-blocks-50-50-hero\"><div class=\"hero is-medium\"><div class=\"hero-body\"><div class=\"container\"><div class=\"content\"><h1>Property Accounting Links and Resources<\/h1><\/div><\/div><\/div><div class=\"hero-image\"><span class=\"background-image\" role=\"\" style=\"background-image:url(https:\/\/dev.www.purdue.edu\/treasurer\/finance\/\/wp-content\/uploads\/2023\/04\/Bell-Tower.jpg)\" aria-label=\"\"><\/span><\/div><\/div><\/div>\n\n\n\n<div class=\"section is-medium  \">\n<div class=\"container  \">\n<h2 class=\"wp-block-heading has-text-align-center\">Capital Asset Accounting &#8211; General Procedures<\/h2>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<a href=\"https:\/\/www.purdue.edu\/treasurer\/finance\/controller\/accounting-services\/property-accounting\/property-accounting-links-and-resources\/property-accounting-qrcs\/\" target=\"_self\" class=\"card media link-card-horizontal\" rel=\"noopener noreferrer\"><div class=\"media-left\"><figure class=\"image\"><img decoding=\"async\" src=\"https:\/\/dev.www.purdue.edu\/treasurer\/finance\/wp-content\/uploads\/2024\/10\/RJM-8744-1.jpg\" alt=\"Boilermaker special train on campus in the fall.\" \/><\/figure><\/div><div class=\"media-content\"><p class=\"title is-4\">QRCs<\/p><div class=\"read-more-button\"><span>Read More<\/span><\/div><\/div><\/a>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<a href=\"https:\/\/www.purdue.edu\/treasurer\/finance\/controller\/accounting-services\/property-accounting\/property-accounting-links-and-resources\/property-accounting-processes\/\" target=\"_self\" class=\"card media link-card-horizontal\" rel=\"noopener noreferrer\"><div class=\"media-left\"><figure class=\"image\"><img decoding=\"async\" src=\"https:\/\/dev.www.purdue.edu\/treasurer\/finance\/wp-content\/uploads\/2024\/02\/Engineering-Mall-0086-copy-2.jpg\" alt=\"\" \/><\/figure><\/div><div class=\"media-content\"><p class=\"title is-4\">Process Documentation<\/p><div class=\"read-more-button\"><span>Read More<\/span><\/div><\/div><\/a>\n<\/div>\n<\/div>\n\n\n\n<div class=\"accordion\"><p id=\"title-08c89e3d-f9d0-4c43-9241-beb4c33741ec\" class=\"accordion-title\" aria-controls=\"content-08c89e3d-f9d0-4c43-9241-beb4c33741ec\" aria-expanded=\"false\" role=\"button\">Disposal or Transfer of Property<\/p><div id=\"content-08c89e3d-f9d0-4c43-9241-beb4c33741ec\" class=\"accordion-content\">\n<h3 class=\"wp-block-heading\">Disposal, Relocation, or Transfer of Equipment<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">All equipment purchased with University-controlled funds or received by gift is owned or controlled by Purdue University. Equipment may be disposed of or transferred only with the prior approval of Accounting Services in conjunction with Purchasing or SPS if the item was purchased with SPS-controlled funds. Gifts in kinds can be disposed of only after it has been held by the university for 3 or more years.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A Property Accounting Electronic Form is completed by the department for all University-owned equipment to be transferred, relocated, disposed of, or that has been reported as stolen or lost.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For Government-owned equipment in excess of need, SPS approval is required before the equipment can be disposed of and deleted from property records.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Availability of equipment surplus, when in good or fair conditions, must be advertised to departments within Purdue for a period no less than 14 days. Departments may dispose of equipment as follows:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Send to the University warehouse for storage, cannibalization, or resale.<\/li>\n\n\n\n<li>Cannibalize directly, using approved methods<\/li>\n\n\n\n<li>Transfer to another University department.<\/li>\n\n\n\n<li>Transfer to another institution. Before transferring Government-funded equipment, the University Contracting Group in SPS must be contacted. Contact Legal to negotiate a transfer agreement. For all other equipment, Materials Management and Distribution must be contacted and they will make the necessary shipping arrangements.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Transfer or Sale of Surplus Equipment<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Internal sales should be handled as a transfer of accountability between departments. A Property Accounting Electronic Form Transfer Ownership must be prepared by the department initiating the transfer and sent to Property Accounting for processing. Any exchange of funds will need to be carried out by checking the \u201cany money exchanged\u201d box and completing the JV entries within the electronic form using G\/L 539850, Capital Recharge or Recovery.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If an internal customer is not identified within two weeks (14 days) of advertising, the department can submit a Property Accounting Electronic Form Send to WL Warehouse to have the equipment transferred to the warehouse for sale or scrap. A contact person and phone number needs to be provided on form and a reference of the advertising id number received on the approved advertising email.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Please see Transfer procedures for specific instructions and examples.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Transfer to another Institution<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Refer to SPS Departmental instructions on their website at:&nbsp;<a href=\"http:\/\/www.purdue.edu\/sps\/pdf\/Purdue_SPS_Handbook.pdf\">http:\/\/www.purdue.edu\/sps\/pdf\/Purdue_SPS_Handbook.pdf<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Direct Outside Sales<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Warehouse Operations is the only University department approved to sell property to the general public. However, the following departments are allowed to conduct their own sales due to the type of equipment that is being sold at auctions or exclusive sales or due to the large quantity of items to be sold at one time.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The Farms \u2013 The selling of farm equipment at auctions specializing in this type of equipment.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">A department may sell directly to an outside entity only after consulting with Property Accounting and receiving approval by the manager of Warehouse Operations. Pertaining to all direct sales, Purdue Surplus is responsible for handling all moneys collected including the responsibility of making sure all sales tax is properly handled and recorded. Please see Sales procedures for specific instructions and examples.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"accordion\"><p id=\"title-f9ef4483-b7b6-4df7-a4cf-720e337b305b\" class=\"accordion-title\" aria-controls=\"content-f9ef4483-b7b6-4df7-a4cf-720e337b305b\" aria-expanded=\"false\" role=\"button\">Stolen Equipment<\/p><div id=\"content-f9ef4483-b7b6-4df7-a4cf-720e337b305b\" class=\"accordion-content\">\n<p class=\"wp-block-paragraph\">All stolen equipment must be reported immediately to the Purdue University Police Department upon discovery of the theft. Local police should be contacted for thefts occurring off campus. A Property Accounting Electronic Form Stolen is then initiated by the department to update inventory records. The equipment will be identified as having been&nbsp;stolen and will be removed from the inventory file.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"accordion\"><p id=\"title-460e8923-1e1a-4f2f-bcad-75b7dc0d05c6\" class=\"accordion-title\" aria-controls=\"content-460e8923-1e1a-4f2f-bcad-75b7dc0d05c6\" aria-expanded=\"false\" role=\"button\">Donations to Nonprofit Organizations<\/p><div id=\"content-460e8923-1e1a-4f2f-bcad-75b7dc0d05c6\" class=\"accordion-content\">\n<p class=\"wp-block-paragraph\">Periodically equipment may be identified which is sufficiently old or obsolete that it has virtually no value to the University. Such items, though possibly operable, may be essentially unsellable. When the priority options of transferring the equipment to other campus locations and the possibility of sale to an outside entity have been exhausted, department heads may be authorized by the Controller to donate the equipment to nonprofit organizations. The University does not provide warranties to the recipient organization for the donated equipment nor pay for shipping or installation costs. Requests should be made in writing and should include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>a statement that the equipment is in excess of the University needs and the basis for that determination<\/li>\n\n\n\n<li>a statement that there is no possibility of sale to an outside entity and the basis for that determination<\/li>\n\n\n\n<li>the name and nature (if not obvious) of the proposed receiving nonprofit organization<\/li>\n\n\n\n<li>an indication of how or why that organization was selected<\/li>\n\n\n\n<li>confirmation of unrestricted ownership by the department or by Sponsored Program Services if the original source of funds was a grant or contract<\/li>\n\n\n\n<li>a completed Property Accounting Electronic Form Request Donation.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The Controller, at the West Lafayette campus, is authorized to approve requests for equipment donations that meet the above criteria. The Controller\/Vice Chancellor for Business and Budget, at the regional campuses, are authorized to approve requests for equipment donations that have a current Net Book Value of less than $5,000.00. If the NBV exceeds this amount, paperwork must be routed through the Controller at West Lafayette for approval.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Organizations which meet the Internal Revenue Code Section 501(c)(3) requirements for Non Profit Organization will be able to receive donation of equipment from the University. Individuals and those not meeting the Non Profit Organization requirements must purchase items from the warehouse.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"accordion\"><p id=\"title-860c245a-67c4-4a94-b766-95bd647f93da\" class=\"accordion-title\" aria-controls=\"content-860c245a-67c4-4a94-b766-95bd647f93da\" aria-expanded=\"false\" role=\"button\">Purchase or Handling of Particular Property<\/p><div id=\"content-860c245a-67c4-4a94-b766-95bd647f93da\" class=\"accordion-content\">\n<h3 class=\"wp-block-heading\">Lab, Computer and Shop Equipment Purchased with Federal Funds<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Capital moveable equipment, within the class code range of 3000 to 5999, being acquired in whole or in part with Federal funds must complete an equipment screening. This is a screening initiated by the principal investigator (PI), with the assistance of the department business administrator and Property Account to determine if suitable equipment is available from the Universities existing inventory.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If after the screening process it appears that a suitable item may be available, the PI will contact the department having accountability for the item to determine if the item is available for use, is suitable to meet the project requirements and is reasonable accessible to the project. If after contacting the responsible department, the PI determines that the item of equipment is not available, is not suitable to meet requirements and\/or is not reasonable accessible, the&nbsp;<a href=\"https:\/\/purdue0.sharepoint.com\/:b:\/r\/sites\/ControllerDocuments\/Shared%20Documents\/General\/Accounting%20Services\/Property%20Accounting\/Verification%20of%20Equipment%20NonAvailability.pdf?csf=1&amp;web=1&amp;e=3sgYt7\">Verification of Equipment Non-Availability<\/a>&nbsp;form will be completed and signed by the PI.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If the equipment is available for transfer or shared use, does meet the project&#8217;s requirements, and is reasonably accessible, arrangements for the transfer or shared use of the equipment should be made with the department having responsibility for the equipment. The requisition should not be further processed. No further documentation is required unless the parties to the sharing arrangement or the transfer believe such documentation will be beneficial in setting forth the conditions of use. In the event the equipment is transferred from its present location, Property Accounting Electronic Form should be completed.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"accordion\"><p id=\"title-ca1b0839-9572-4218-8e6b-68db19d29cc7\" class=\"accordion-title\" aria-controls=\"content-ca1b0839-9572-4218-8e6b-68db19d29cc7\" aria-expanded=\"false\" role=\"button\">Fabricated Equipment<\/p><div id=\"content-ca1b0839-9572-4218-8e6b-68db19d29cc7\" class=\"accordion-content\">\n<p class=\"wp-block-paragraph\">If it is determined that a piece of fabrication equipment will be built or assembled from individual parts, by a PI or other approved Purdue University personnel, appropriate approvals will need to be received prior to initiating purchases. These approvals will need to come from the department and SPS if purchasing through a grant, also notification will need to be sent to Property Accounting for asset documentation purposes.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">As expenditures from purchase of supplies and materials, or the use of outside labor are incurred, they will be accounted for on GL 523120 Cap Fabrication S&amp;E. Salaries and wages of University employees are not capitalized. Once this item is completed and its total cost meets the capitalization policy limit of $5,000, these pieces of fabricated equipment will be capitalized in one asset.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If a piece of the fabricated equipment is purchased that meets the capitalization requirement, this is capitalized independently of the fabrication. Once the fabricated piece of equipment is ready to be capitalized, the independent pieces object class (equipment code in SAP, see chart in definitions) will not be changed. This item is left as originally charged and not capitalized as part of the fabricated item. However, while no accounting entry is made for this separate piece of equipment, the Property Accounting \u2013 Change in Asset Funding form should reference the item in the explanation section and documentation attached to show it as being used in this particular fabrication.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Please see Fabricated Equipment procedures for specific instructions and examples.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"accordion\"><p id=\"title-49c0dda2-5494-4522-a98c-dfa1f06166e2\" class=\"accordion-title\" aria-controls=\"content-49c0dda2-5494-4522-a98c-dfa1f06166e2\" aria-expanded=\"false\" role=\"button\">Gifts<\/p><div id=\"content-49c0dda2-5494-4522-a98c-dfa1f06166e2\" class=\"accordion-content\">\n<p class=\"wp-block-paragraph\">Purdue University may accept contributions of goods or services that can be used to advance the mission of Purdue University. When accepting a tangible gift-in-kind or loan, the recipient must complete a <a href=\"https:\/\/purdue0.sharepoint.com\/sites\/ControllerDocuments\/Shared%20Documents\/General\/Accounting%20Services\/Forms\/GIK%20FORM%2041B.xlsx\">Gift 41B form<\/a>, and have it approved and signed by the recipient Department Head and Dean or Administrative Officer. Appropriate backup documentation must attach to support description and valuation of the gift, and then send all documentation immediately to the UDO office for further approval by the Gift Funds Accountant and recorded in the University gift system (Advance CS).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If the value exceeds $5,000 (individually or in the aggregate), and the donor is an individual, partnership, S corporation, closely held corporation, or personal service corporation, Internal Revenue Service Form 8283 (Non-cash Charitable Contributions) must be completed by the University for the donor. Development Services will arrange for processing of this form and will supply copies to the donor and to the receiving development office. This requirement does not apply if the donor is a publicly traded corporation.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Gifts-in-kind that are produced or manufactured by a corporation or a business making the contribution and that have a value more than $5,000 must include an itemized inventory list, an invoice or letter from the vendor\/donor, or published information on the value of the item(s).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">UDO (University Development Office) forwards processed Gift in Kind Donations Form 41Bs with a value of $5,000 (effective July 1, 2009) and over to Property Accounting (PA). Property Accounting assigns the assets to the capital&nbsp; gifts and keys into the accounting system into special g\/l number 466850 \u2013 Gift-in-Kind. All tangible capital equipment will be identified as &#8220;Property of Purdue University&#8221; and will be assigned a unique inventory number. Inventory inspectors will label equipment with a barcode and number to facilitate physical inventory. Certain items will not be tagged due to their nature. Examples include (but are not limited to): certain works of art, livestock, and library books.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For all other gifts that are valued at $500,000 over and that are not considered capital gifts, a journal voucher is prepared to record them.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Gifts in kind held by the university less than 3 years may not be disposed by sale or exchange. However if after the 3 years, an item needs to be disposed of, a Property Accounting Electronic Form should be completed by the department. If a tax form was attached to the original paperwork, Property Accounting will also advise Development Services.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"accordion\"><p id=\"title-80156063-6454-4c51-9286-2d85b5803352\" class=\"accordion-title\" aria-controls=\"content-80156063-6454-4c51-9286-2d85b5803352\" aria-expanded=\"false\" role=\"button\">Property off Campus \u2013 Insurance<\/p><div id=\"content-80156063-6454-4c51-9286-2d85b5803352\" class=\"accordion-content\">\n<p class=\"wp-block-paragraph\">All capital movable equipment removed from Purdue University for university business purposes must have a completed a Property Accounting Electronic Form Property Off Campus on file in the Property Accounting office. This form serves dual purposes for Property Accounting: 1. Establish staff permission(s) to take the equipment off campus, and 2. Informs Property Accounting of the new location so the asset record can be updated with the new information.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The form also meets the Federal Requirement in Uniform Guidance effective December 26, 2014 for equipment taken off campus.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In the event that the equipment is stolen or vandalized, Risk Management would need to be contacted for further action and replacement processes.&nbsp;<a href=\"http:\/\/www.purdue.edu\/business\/risk_mgmt\/\">http:\/\/www.purdue.edu\/business\/risk_mgmt\/<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Purdue\u2019s insurance covers items within the United States and worldwide except for areas on the Hostile Countries list. A list of these territories can be obtained under Building and Content Coverage on Risk Management\u2019s website.&nbsp;<a href=\"http:\/\/www.purdue.edu\/business\/risk_mgmt\/Risk_Management_Insurance_Program\/index.html\">http:\/\/www.purdue.edu\/business\/risk_mgmt\/Risk_Management_Insurance_Program\/index.html<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">All Property Accounting Property Off Campus requests are retained in a SAP table. At the end of the fiscal year, renewal notices are sent out for Business Office via email for review and request for renewal for the next year if necessary. Once the equipment is returned to campus the requestor can update the form with a return date on the form via the approved form email.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"accordion\"><p id=\"title-80376cbd-82dd-447b-ba8e-d0083cc3685e\" class=\"accordion-title\" aria-controls=\"content-80376cbd-82dd-447b-ba8e-d0083cc3685e\" aria-expanded=\"false\" role=\"button\">Use of Equipment for Non-University Business<\/p><div id=\"content-80376cbd-82dd-447b-ba8e-d0083cc3685e\" class=\"accordion-content\">\n<p class=\"wp-block-paragraph\">Under circumstances described in Business Office Memorandum No. 88 dated 20 April 1964, University equipment may be temporarily removed from campus or used on campus for non-university purposes. The following procedure must be used.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>A memo from the department head requesting the preparation of a rental agreement should be forwarded to the University Contracting Group. The request should include the following information:<\/li>\n\n\n\n<li>who is requesting use of equipment;<\/li>\n\n\n\n<li>itemized description of the equipment, including manufacturer, inventory number and cost;<\/li>\n\n\n\n<li>date the use will take place;<\/li>\n\n\n\n<li>duration of use;<\/li>\n\n\n\n<li>location of use (on or off campus);<\/li>\n\n\n\n<li>labor cost if University employees operate the equipment;<\/li>\n\n\n\n<li>utility requirements<\/li>\n\n\n\n<li>suggested rental fee; and<\/li>\n\n\n\n<li>if necessary a Conflict of Interest Disclosure<\/li>\n\n\n\n<li>The University Contracting Group will review each request, make necessary revisions, establish a rental rate (in conjunction with the University Costing Office), and prepare a rental agreement. The agreement will then be forwarded to the prospective user for signature. Usage may begin only after the rental agreement has been fully executed.<\/li>\n\n\n\n<li>The appropriate business manager will maintain all necessary use and location records. He\/she will submit a billing through PSCD (Public Sector Collections and Disbursements) for collection of the rental fee. The credit for equipment rental fees will accrue to the University general funds. The Unrestricted and Restricted Funds Accountant in Accounting Services should be contacted regarding this transaction, if departments have questions.<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<div class=\"accordion\"><p id=\"title-e2dbda5a-27f5-4e15-9c37-eed9aa5f8bd7\" class=\"accordion-title\" aria-controls=\"content-e2dbda5a-27f5-4e15-9c37-eed9aa5f8bd7\" aria-expanded=\"false\" role=\"button\">Government Equipment Procedures<\/p><div id=\"content-e2dbda5a-27f5-4e15-9c37-eed9aa5f8bd7\" class=\"accordion-content\">\n<p class=\"wp-block-paragraph\">Upon acceptance of federal agreements the University becomes directly responsible for and accountable for all government property in accordance with the provisions of these agreements. The requirements for property control in these agreements vary among different government agencies. The following procedures supplement the University\u2019s general property management procedures and are intended to satisfy the basic requirements of the various agencies in one consistent guide.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The principal investigator named in the federal agreement is responsible for the care, control and custody of the government property. Administrative responsibility for the management of government property is jointly handled by Property Management in Accounting Services and the Sponsored Program Services (SPS).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Definitions of terms used frequently with Government Property<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Government Property Administrator<\/strong>&nbsp;\u2014 an authorized representative of the Government assigned to administer the contractual requirements and obligations relating to Government Property.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Government Property<\/strong>&nbsp;\u2014 all property owned by or leased to the government or acquired by the government under the terms of the federal agreement. It includes both government furnished property and contractor acquired property as defined below:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Government<\/strong>&nbsp;\u2014 furnished property means property in the possession of or directly acquired by the government and subsequently made available to Purdue.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Contractor<\/strong>&nbsp;\u2014 acquired property means property acquired or otherwise provided by Purdue for performing a Federal agreement and to which the Government has title.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Government Material<\/strong>&nbsp;\u2014 property that may be incorporated into or attached to a deliverable end item or that may be consumed or expended in performing a Federal Agreement. It includes assemblies, components, parts, raw and processed materials, and small tools and supplies that may be consumed in normal uses in performing a federal Agreement.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Facilities<\/strong>&nbsp;\u2014 property used for production, maintenance, research, development, or testing. It includes plant equipment and real property. It does not include material, special test equipment, special tooling, or agency-peculiar property.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Special Tooling<\/strong>&nbsp;\u2014 jigs, dies, fixtures, molds, patterns, taps, gauges, other equipment and manufacturing aids, all components of these items, and replacement of these items, which are of such a specialized nature that without substantial modification or alteration their use is limited to the development or production of particular supplies or parts thereof or to the performance of particular services. It does not include material, special test equipment, facilities (except foundations and similar improvements necessary for installing special tooling), general or special machine tools, or similar capital items.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Special Test Equipment<\/strong>&nbsp;\u2014 either single or multipurpose integrated test units engineered, designed, fabricated, or modified to accomplish special purpose testing in performing a contract. It consists of items or assemblies of equipment, including standard or general purpose items or components, that are interconnected and interdependent so as to become a new functional entity for special testing purposes. It does not include material, special tooling, facilities (except foundations and similar improvements necessary for installing special test equipment), and plant equipment items used for general plant testing purposes.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Other Plant Equipment (OPE)<\/strong>&nbsp;\u2013plant equipment regardless of dollar value, used in or in conjunction with the manufacture of components or end items relative to maintenance, supply, processing, assembly or research and development operations.&nbsp; OPE excludes equipment categorized as IPE.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Industrial Plant Equipment (IPE)<\/strong>&nbsp;\u2014 plant equipment with an acquisition cost of $15,000 or more used for cutting, abrading, grinding, shaping, forming, joining, heating, treating, or otherwise altering the physical properties of materials, components or end items entailed in manufacturing, maintenance, supply, processing, assembly, or research and development operations.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Acquisition of Government Property<\/strong>&nbsp;\u2014 Assumption of Responsibility \u2014 Purdue shall be responsible for all government property in its possession or control in accordance with the terms of the federal agreement, including property provided under such federal agreement which may be in the possession or control of a subcontractor. Government property may be furnished or acquired as follows:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Furnished by Federal Agencies or Other Contractors<\/strong>&nbsp;\u2014 government property may be shipped to Purdue from government installations or other government contractors. Purdue shall become responsible for such property upon delivery of the property into its custody or control. The government property administrator shall furnish Purdue the necessary documents to accurately reflect the transaction.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Direct Purchase by Purdue Using Federal Funds<\/strong>&nbsp;\u2014 Direct purchases by Purdue from a federal agreement where the government has stated that it will retain title to the purchased items.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Discrepancies Incident to Shipment<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Government Furnished Property \u2014 When overages, shortages, or damages are discovered upon receipt of government furnished property, Purdue shall provide a statement of the condition and the apparent causes in accordance with procedures approved by the government property administrator. When the quantity or description of property received by Purdue differs from the quantity or description denoted as shipped on the government transfer documents, only that quantity; or property, actually received will be recorded on the official records of Purdue.<\/li>\n\n\n\n<li>Contractor Acquired Property \u2014 Purdue shall take all actions necessary in adjustment of shortages, overages, or damages in shipment of contractor acquired property from a vendor or supplier except in those instances wherein the shipment has been moved via a government bill of lading and carrier liability is indicated. In the latter event, Purdue shall report the instance in accordance with paragraph 1 above.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">Recording of Government Property<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Upon receipt of government furnished property the academic department shall promptly notify the appropriate account manager in Sponsored Program Services who administers the project receiving the property. Copies of any transfer\/shipping documents received with the property should be forwarded to the account manager at the same time. The account manager will then verify that the government furnished property is authorized for use on the project that received the property. Once this has been done the account manager will forward the information on to property accounting, so they may record the government furnished property on the official University property records.<\/li>\n\n\n\n<li>Contract acquired property will be recorded on the official University property records in the same manner described in the general property management procedures of Section A.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Tagging of Government Property<\/strong>&nbsp;\u2014 Equipment titled to the government will be tagged with an additional label identifying it as \u201cProperty of U.S. Government\u201d.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Relief from Responsibilities<\/strong>&nbsp;\u2014 Purdue will be relieved from property control responsibility for government property for the following conditions, unless otherwise provided for in the federal agreement;<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Consumption of property in the performance of the federal agreement \u2014 To the extent that the government property administrator shall determine that property has been consumed or expended for proper purposes and in reasonable amounts in the performance of the federal agreement.<\/li>\n\n\n\n<li>Shipment of government property from Purdue \u2014 When government property is shipped from Purdue (except when shipment is to a subcontractor or other location of Purdue) pursuant to the contracting officer or the government property administrator instructions.<\/li>\n\n\n\n<li>Determination by the contracting officer \u2014 For government property which is lost, damaged, destroyed, or consumed in excess of that normally anticipated in a manufacturing, processing or research operation, and for which the contracting officer has determined the extent of liability, if any, of Purdue; provided that:\n<ol style=\"list-style-type:lower-alpha\" class=\"wp-block-list\">\n<li>such determination is furnished to Purdue in writing.<\/li>\n\n\n\n<li>the government has been reimbursed where required by determination.<\/li>\n\n\n\n<li>proper disposition of property rendered unserviceable by damage has been accomplished.<\/li>\n\n\n\n<li>and appropriate cross-reference is recorded on the determination as to the shipping documents or other documents evidencing disposal.<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Transfer of Title Purdue shall be relieved of responsibilities when title to property has been transferred to Purdue and thereby ceases to be \u201cgovernment property\u201d.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Screening Prior to Purchase<\/strong>&nbsp;\u2014 U. S. Department of Defense (DOD) and National Aeronautics and Space Administration (NASA) contracts require that equipment of certain types and at special thresholds be screened through government surplus prior to purchase under their contracts.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Under DOD contracts the DD Form 1419 must be completed by Purdue and submitted to the administrative contracting officer prior to purchases of industrial plant equipment costing $15,000 or more.<\/li>\n\n\n\n<li>Under NASA contracts the DD Form 1419 is required for all purchase in excess of $1,000 for screening through their equipment visibility system.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Annual Reporting to DOD and NASA<\/strong>&nbsp;\u2014 Agency regulations require that Government Owned Property in Purdue\u2019s possession be reported annually.&nbsp; The reports are prepared by the appropriate account manager in Sponsored Program Services.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>DOD<\/strong>&nbsp;\u2014 For DOD contracts the DD From 1662 (DOD Property in the Custody of Contractors) must be filed.&nbsp; DOD grants do not have a specific form.&nbsp; The report covers the year ended 30 September and must be submitted to the cognizant ONR regional office by 31 October of the year being reported.&nbsp; Negative reports are not required unless a positive balance was reported the previous year.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>NASA<\/strong>&nbsp;\u2014 For NASA contracts the NASA Form 1018 must be filed.&nbsp; NASA grants do not have a specific form.&nbsp; The report covers the year ended 30 September and must be submitted to NASA directly with copies to the cognizant ONR regional office by 15 October of the year being reported.&nbsp; Negative reports are not required unless a positive balance was reported the previous year.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Termination or Completion Inventories<\/strong>&nbsp;\u2014 Upon expiration of the federal agreement the appropriate account manager in Sponsored Program Services will request a property listing of all the equipment purchased or furnished on the federal agreement. The account manager will then reconcile the equipment listing to the total dollar amount of equipment reported on the financial status report for that federal agreement adjusting for any government furnished equipment.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Once the reconciliation has been completed, the account manager will coordinate the Completion of a Verification of Need Form (SPS Form 15) through the departmental Business office of the principal investigator for any government owned equipment on the inventory list. Upon receipt of the SPS Form 15, the account manager will submit the final property inventory to the proper agency with the appropriate request (title transfer, disposition instruction, etc.) relating to the property\u2019s future status.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Maintenance and Care<\/strong>&nbsp;\u2014 It is the responsibility of the principal investigator to protect Government property against loss, damage, and use other than that authorized under his\/her federal agreement. He\/She ensures that the property is maintained and repaired by qualified personnel or returns it to the manufacturer for repair as the situation may require. He\/She is also responsible for assuring the full availability and usefulness of the property to the project by permitting only qualified project personnel to use it and by suitably housing and protecting it from any deteriorating influences.<\/p>\n<\/div><\/div>\n\n\n\n<div class=\"accordion\"><p id=\"title-40ccab49-e02e-4212-a5c6-a7b10b5a9691\" class=\"accordion-title\" aria-controls=\"content-40ccab49-e02e-4212-a5c6-a7b10b5a9691\" aria-expanded=\"false\" role=\"button\">Procedures for screening equipment to be purchased with federal funds<\/p><div id=\"content-40ccab49-e02e-4212-a5c6-a7b10b5a9691\" class=\"accordion-content\">\n<p class=\"wp-block-paragraph\">Equipment screening reports are available upon request by contacting Property Accounting by email&nbsp;<a href=\"mailto:propacct@purdue\">propacct@purdue.edu<\/a>. Please include details on what you are ordering, how much it cost, and the department cost center that is making the purchase.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>SCOPE <\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The procedures set forth herein apply to equipment being acquired in whole or in part with Federal funds. Federal funds, in addition to direct Federal contracts, grants and cooperative agreements, include Federal appropriated funds such as Hatch Act funds, pass through funds such as Joint Highway, and subgrants funded by a Federal prime contract, grant, or cooperative agreement. Screening is not required for equipment being purchased wholly with non-Federal funds.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>SCREENING LEVELS<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Equipment acquisitions having an expected cost of $25,000.00 to $49,999.99 will be screened against departmental equipment inventory records to determine if equipment under control of the department is available to, is accessible to, and is suitable to meet the needs of the project.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Equipment acquisitions having an expected cost of $50,000.00 to $99,999.99 will be screened against school equipment inventory records in addition to departmental equipment inventory records to determine if the equipment under the control of the department or school is available to, is accessible to, and is suitable to meet the needs of the project.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Equipment acquisitions having an expected cost of $100,000.00 or more will be screened against campus equipment inventory records in addition to department and school equipment inventory records to determine if equipment under the control of the department, the school or the campus is available to, is accessible to, and is suitable to meet the needs of the project.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>RESPONSIBILITY FOR SCREENING<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Equipment screening and documentation are the responsibility of the department or the unit purchasing the equipment.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>TIMING OF SCREENING<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Screening will occur on a pre-acquisition basis. For those purchases subject to the screening requirement, the requisition (University Form 12) will be accompanied by the form entitled \u2018<a href=\"https:\/\/purdue0.sharepoint.com\/:b:\/r\/sites\/ControllerDocuments\/Shared%20Documents\/General\/Accounting%20Services\/Property%20Accounting\/Verification%20of%20Equipment%20NonAvailability.pdf?csf=1&amp;web=1&amp;e=hC0IWU\" target=\"_blank\" rel=\"noreferrer noopener\">Verification of Non-Availability of Needed Equipment\u2019<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">EQUIPMENT RECORDS TO BE USED IN SCREENING<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Each academic department will be provided the following equipment inventory records reports for use in screening:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>List of all equipment having an original acquisition cost of $25,000.00 to $49,999.99 for which that department is accountable.<\/li>\n\n\n\n<li>List of all equipment having an original acquisition cost of $50,000.00 to $99,999.99 for which the school is accountable.<\/li>\n\n\n\n<li>List of all equipment for the campus having an original acquisition cost of $100,000.00 or more.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">SCREENING PROCESS<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">At the time the requisition for an item of equipment requiring screening is to be initiated, the principal investigator, with the assistance of the departmental business administrator, will identify the equipment&nbsp;<a href=\"https:\/\/www.purdue.edu\/treasurer\/finance\/\/controller\/accounting-services\/property-accounting\/property-accounting-policies-and-procedures\/\">class code<\/a>&nbsp;range most appropriate for the item of equipment to be purchased and review the appropriate equipment record list(2) to determine if suitable equipment is available from existing inventory. For scientific equipment, the equipment class codes within the range 3000 to 3999 should be reviewed. For computer equipment the class code range 4000 to 4999 should be reviewed. For other equipment, the class code range 5000 to 5999 should be reviewed. If a suitable item is not available, the \u2018Verification of Equipment Non-Availability\u2019 form will be completed and signed by the principal investigator.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If after reviewing the equipment record list(s) it appears that a suitable item may be available, the principal investigator will contact the department having accountability for the item to determine if the item is available for use, is suitable to meet the project requirements and is reasonable accessible to the project. If after contacting the accountable department, the principal investigator determines that the item of equipment is not available, is not suitable to meet requirements and\/or is not reasonable accessible, the&nbsp;<a href=\"https:\/\/purdue0.sharepoint.com\/:b:\/r\/sites\/ControllerDocuments\/Shared%20Documents\/General\/Accounting%20Services\/Property%20Accounting\/Verification%20of%20Equipment%20NonAvailability.pdf?csf=1&amp;web=1&amp;e=hC0IWU\" target=\"_blank\" rel=\"noreferrer noopener\">\u2018Verification of Equipment Non-Availability\u2019<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If the equipment is available for transfer or shared use, does meet the project\u2019s requirements, and is reasonably accessible, arrangements for the transfer or shared use of the equipment should be made with the department having accountability for the equipment. The requisition should not be further processed. No further documentation is required unless the parties to the sharing arrangement or the transfer believe such documentation will be beneficial in setting forth the conditions of use. In the event the equipment is transferred from its present location, Property Accounting Form 9 should be completed.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">DOCUMENTATION<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The&nbsp;<a href=\"https:\/\/purdue0.sharepoint.com\/:b:\/r\/sites\/ControllerDocuments\/Shared%20Documents\/General\/Accounting%20Services\/Property%20Accounting\/Verification%20of%20Equipment%20NonAvailability.pdf?csf=1&amp;web=1&amp;e=hC0IWU\" target=\"_blank\" rel=\"noreferrer noopener\">\u2018Verification of Equipment Non-Availability\u2019<\/a>&nbsp;&nbsp;form will be completed for each item of equipment for which the screening process is negative. The \u2018Verification of Equipment Non-Availability\u2019 form will be signed by the principal investigator and attached to the requisition. The principal investigator\u2019s certification that the requested equipment is not available, or if available, is not suitable or accessible, is sufficient to process with the procurement. The requisition will then be processed through normal University procurement channels. The \u2018Verification of Equipment Non-Availability\u2019 form will remain attached to the requisition and become a part of the University\u2019s official procurement file.<\/p>\n<\/div><\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":11,"featured_media":0,"parent":471,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-37033","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/pages\/37033","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/users\/11"}],"replies":[{"embeddable":true,"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/comments?post=37033"}],"version-history":[{"count":6,"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/pages\/37033\/revisions"}],"predecessor-version":[{"id":37059,"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/pages\/37033\/revisions\/37059"}],"up":[{"embeddable":true,"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/pages\/471"}],"wp:attachment":[{"href":"https:\/\/www.purdue.edu\/treasurer\/finance\/wp-json\/wp\/v2\/media?parent=37033"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}