Equipment

Equipment Transfer to Another University

When a faculty member accepts an appointment at another University, s/he (the traitor!!) may want to take their active grants and equipment with them. Generally, these requests must be accompanied by a statement that the equipment will be used to continue the research, the transfer request must be approved by the department, dean, and CGA, and finally, the other university must be willing to accept responsibility for the equipment. Things the Chair may want to consider before approval include: how much MSU/non-grant money was used to purchase the equipment, will the project continue at MSU even though the PI is leaving, who will be paying the cost of shipping, etc. Assuming all parties agree to the transfer, and there are no unusual restrictions in the original award document that might limit our ability to transfer title, and the equipment is not being shipped outside the United States, please use the following procedure.

Prepare a columnar list of the equipment to be transferred. The list should include columns for: number/count, description, Funding Agency/Acct #, serial #, and MSU inventory #. The bottom of the page should contain line for acceptance by the receiving institution. See example.

Prepare a memo to CGA from the PI with approval signoffs from the Chair and the Dean. This memo should state that they have accepted a position at Traitor U. (for example) and they are requesting the equipment on the attached list be permanently transferred so they can continue their research. See example. This memo could also request that grants X, Y, and Z be closed to allow the transfer.

Prepare a Equipment Transfer Notice (University Stores stock #14024920). Refer to the Manual of Business Procedures, Volume II, Section 300 for specific procedures.

After the above forms have been completed and the authorized representative of the other University has indicated they will accept the equipment listed, the equipment can be shipped to the other institution. The approved Equipment Transfer Notice will be forwarded to the Inventory Department who will then remove the equipment from the MSU system. If you have any questions, please call your contact in CGA or the main CGA number at 5-5040. Return to the CGA HomePage

Equipment Transfer - Listing Sheet

Michigan State University is transferring the following equipment to Traitor U. to assist Professor Short Sighted with his/her research.

# Description Agency/CGA Acct Serial # MSU Inventory #

1 TRS 80 PC NSF/61-1234 old1 RX00101

2 Phone device PHS/61-2345 Rold2 RX00102

etc.

Traitor U. accepts title to the above equipment and acknowledges that they plan to use the equipment to further Professor X. s research.

. . . .

Traitor U. Authorized Representative Date

Equipment Transfer - Draft Memo Sample

MEMO

To: Contract & Grant Administration

From: Short Sighted, PI

Subject: Transfer of Equipment

Please be advised that effective 1/1/xxxx I have accepted a position with Traitor U. In order to continue my research, I am requesting the equipment listed on the following page be permanently transferred to Traitor U. I understand that the attached list must be accepted/signed by an authorized representative of Traitor U before this transfer can be completed.

I also request that MSU begin closeout procedures so that grants X, Y, and Z can be transferred to Traitor U.

Thank you for your fabulous advice and assistance over the years, the stock tips (oh - sorry).

Approved:

Chair

Dean

CGA