Acquisition of Surplus, Excess, Gift, and Grant Property

University Policy 601.12, Acquisition of Surplus, Excess, Gift, and Grant Property

Executive Summary: 

The responsibility for the acquisition, protection, and disposal of University assets lies with the Vice Chancellor for Business Affairs. To acquire government surplus or excess property, the requesting department must prepare a Purchase Requisition and a form entitled "Supplemental Data for Acquisition of Surplus, Excess, or Gift Property."

The Vice Chancellor for Business Affairs is charged with responsibility for the acquisition, protection, and disposal of assets at UNC Charlotte. The coordination of acquisitions of equipment and property is delegated to the UNC Charlotte Department of Materials Management.  Acquisition of equipment through gifts or surplus must be approved by the appropriate College Dean. The Controller’s Office, in coordination with the Office of Research Cost Management, is responsible for establishing and maintaining accountability for equipment acquired under sponsored agreements in accordance with sponsoring agency directives and University policy.

From time to time, the University has the opportunity to acquire government surplus, or excess property, or gift property at little or no cost. All efforts should be made to ensure quality and soundness of the equipment and to examine costly recurring expenses. These acquisitions must also be coordinated by the Department of Materials Management.
 
Property acquired through research or surplus is the property of the funding agency, unless that funding agency specifically cedes title to the University.
Government Surplus or Excess Property
To acquire government surplus or excess property, the requesting department must prepare a Purchase Requisition and a form entitled "Supplemental Data for Acquisition of Surplus, Excess, or Gift Property” (Exhibit I). These acquisitions must be approved by the Department Chairperson and the Dean of the respective college. The Director of Materials Management will coordinate with the appropriate offices of the University where recurring expenses are anticipated, additional space is required, and/or modifications to physical plant are required for installation or safety as a result of the equipment. The Director will also coordinate with the Office of Research Cost Management on the acquisition of excess government property.
Gift Property
There are occasions when the University will have the opportunity to receive gifts of property and equipment. Upon learning of the availability of such equipment, coordination with the Vice Chancellor for University Advancement and the Vice Chancellor for Business Affairs as described in University Policy 602.2 Solicitation and Acceptance of Gifts, must occur.
Grant Property
Purchases of equipment through a grant must be made under the University’s established purchasing policies and procedures in addition to any restrictions imposed by the grant agreement. Purchases of equipment must comply with the specific rules and regulations of the funding agency as well as the Office of Management and Budget circulars governing the expenditure of federal funds. 
 
Occasionally, the principal investigator of an active grant may transfer to another institution. Some circumstances may allow the transfer of certain pieces of equipment purchased on the transferring grant. Under no circumstances may equipment be transferred without the express written approval of the Vice Chancellor for Business Affairs. Requests for transfer of grant equipment must be submitted to the Executive Director of Research Cost Management for coordination with the Vice Chancellor for Business Affairs.
Revision History: 
  • Initially approved January 14, 1980
  • Revised September 27, 2010
  • Updated January 31, 2011

Authority: Chancellor

Responsible Office: Business Affairs