Office of Sponsored Programs - 500.09 - Transfer or Sale of Capitalized Equipment


Office of Sponsored Programs - 500.09 - Transfer or Sale of Capitalized Equipment


This operating standard assists University researchers supported by sponsored funding in determining the appropriate action with transfers, loans, or sales of capital equipment.

Policy Statement

I. Equipment Loans

It may occasionally be necessary to loan equipment purchased with contract and grant funds to organizations or institutions participating jointly in a sponsored project. When State or Federally-owned equipment is loaned or transferred, it must be coordinated according to the procedures of Asset Management in conjunction with the Office of Sponsored Programs (OSP) and the sponsoring agency.

Although Asset Management is the unit responsible for final decisions on capital equipment management throughout the University, when questions arise regarding capital equipment purchased or paid for with sponsored funds, OSP serves as the primary contact.

II. Transfer of Equipment or Sponsor Property to Other Institutions

After a researcher's decision to transfer to another institution, equipment purchases should be limited to those necessary to complete research at the University. The receiving institution should purchase additional equipment necessary to continue research at that institution.

Equipment owned by the Federal government or other sponsors can be transferred to another institution when approved and directed by the sponsoring agency. Researchers transferring to another institution may submit a request for the transfer of such property in the pursuit of continuing research.

A transfer request originated by a faculty member requires the advance approval of the appropriate Dean, Director, or Department Head, the Executive Director of OSP, the Director of Asset Management, and the sponsoring agency.

Agency-originated disposition or transfer instructions do not require such approval. However, if agency-directed or contemplated transfers are likely to impair continuing research or training projects at the University, such considerations should be promptly brought to the attention of the agency through OSP.

III. Transfer of Equipment to UNC-Chapel Hill

When new faculty members are transferring equipment to the University, the department should promptly advise Asset Management.

IV. Transfer of University Property

Property acquired or transferred to the University regarding research or training awards is owned by the State. Therefore, disposition or transfer of such property is subject to University and State policies.

V. Sale of Property

Proceeds from the sale of equipment purchased in whole or part from Federal funds should be credited to the Federal research project from which purchase was made or to an active award from that agency.

Related Requirements

Contact Information

For questions regarding this operating standard and its related procedure, please contact

For questions regarding Pre-Award management or Post-Award administration, please contact the assigned Sponsored Projects Specialist (SPS).

For invoicing, reporting and other financial matters, please contact the assigned Sponsored Projects Accountant. OSP Staff assignments are found in RAMSeS or on the OSP website.


History Table
Date Description
07/01/2022 Revised to reflect new office name.
05/15/2018 Revised to coincide with the release of the new OSP Website.

The operating standards in the Office of Sponsored Programs Operating Standards & Procedures Manual supersede any OSP operating standards, procedures and appendices previously included in the University Business Manual, a publication of UNC-Chapel Hill’s Division of Finance.

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Article ID: 132313
Thu 4/8/21 9:28 PM
Fri 1/19/24 12:04 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Research-Office of Sponsored Programs
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Vice Chancellor
Next Review
Date on which the next document review is due.
01/19/2025 12:00 AM
Last Review
Date on which the most recent document review was completed.
01/19/2024 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
07/01/2022 12:00 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
07/01/2022 12:00 AM
Date on which the original version of this document was first made official.
03/20/2008 12:00 AM