ADMINISTRATIVE PROCEDURE

Capital Equipment Acquisition: Furnished by a Sponsor

Equipment Acquired by a Sponsor and Furnished to the University of Minnesota

An equipment item furnished to the University of Minnesota by a sponsor for use on a specific sponsored award is the property of the sponsor. Inventory Services must create and maintain a record of the sponsor-furnished equipment item, regardless of its cost. Inventory Services must also periodically verify the existence, location, and use-status of the sponsor-furnished equipment item and report such information to the sponsor in accordance with the terms of the sponsored award agreement.

  1. The principal investigator receives an equipment item from a sponsor for use on a specific sponsored award.
  2. The principal investigator sends notification to Inventory Services of the receipt of the sponsor-furnished equipment item. The notification to Inventory Services must be made to controller@umn.edu. The message must include the equipment item's manufacturer, model, description, serial number, in-service/use location (campus-building-room), condition, cost, custodial department name, principal investigator name, sponsored award number or ID, sponsor name, and the sponsor equipment ID number.
  3. Inventory Services receives and reviews the notification of the receipt of the sponsor-furnished equipment item from the principal investigator.
  4. Inventory Services assigns a University ID number to, and creates a record for, the equipment item.
  5. Inventory Services travels to the in-service/use location of the equipment item to verify the submitted information, to collect any additional information, and to affix a bar-coded University ID number tag to the equipment item.

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