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Capital Equipment Transfer Guidelines

Title to Capital Equipment
Acquired Under Sponsored Research Awards

Title to most capital equipment purchased with sponsored research funds shall rest with Dartmouth College. No such equipment shall be sold or otherwise disposed of without notification of the Director, Office of Sponsored Projects, to allow for checking of further agency regulations governing such disposal.

General guidelines concerning title to such equipment permit full vesting upon closeout of the award under which property was acquired. In special circumstances, such as the transfer of a principal investigator to another institution, arrangements sometimes can be made to transfer property with written approval from the awarding agency and Dartmouth College; such transfers may involve reimbursement to Dartmouth College. These arrangements should be coordinated through the Director, Office of Sponsored Projects. Such transfer requires the approval of the Department Chair, the appropriate Dean, and the Director, Office of Sponsored Projects.

Government-furnished equipment remains the property of the awarding agency, which retains the right to recall such property for use in other research areas. For this reason, the College is required to account, on an annual basis, for all such equipment in its possession. Because receipt of this equipment does not follow Dartmouth's established purchasing procedures, the Office of Sponsored Projects is not systematically informed of its presence on campus. It is, therefore, imperative that all government-furnished equipment be reported to this office both when received and before it is relocated. All items of government-furnished equipment must bear a label identifying it as such. These labels are available in the Office of Sponsored Projects. Disposition of such equipment remains the prerogative of the awarding agency.

Procedure for Transferring Capital Equipment from One Institution to Another

When a Principal Investigator is transferring from Dartmouth College to another institution and they want to transfer capital equipment purchased with sponsored research funds they should:

  • Type up a letter formally requesting to transfer the capital equipment from Dartmouth College to another institution. The letter should list the current market value of the capital equipment and it should describe the piece of equipment.
  • The letter needs to be signed by the Principal Investigator, their Department Chair and the Director, Office of Sponsored Projects.
  • Fixed Assets Coordinator of Procurement Services needs to be notified when capital equipment is being transferred so they can then remove the piece of equipment from the inventory list. Fixed Assets Coordinator of Procurement Services should be carbon copied on this letter.
  • Once proper signatures have been obtained, the letter should be sent to the appropriate OSP Sponsored Research Manager. The OSP Sponsored Research Manager will keep the original letter in the grant file.

Last Updated: 12/16/10