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University Services

Police and Support Services Bldg. Rm 15
201 Meadow Brook Road
Rochester, Michigan 48309-4451
(location map)
fax: (248) 370-4544

Printing Services
(248) 370-2282

Mail Services
(248) 370-2281

Central Receiving
(248) 370-2165

Property Management
(248) 370-4220

University Services

Police and Support Services Bldg. Rm 15
201 Meadow Brook Road
Rochester, Michigan 48309-4451
(location map)
fax: (248) 370-4544

Printing Services
(248) 370-2282

Mail Services
(248) 370-2281

Central Receiving
(248) 370-2165

Property Management
(248) 370-4220

Property Management

Property Management is responsible for the disposition of all Oakland University owned property. This includes all items paid for with University funds or donated/gifted to the University.

Our mission is to redeploy, sell, recycle or dispose of surplus equipment to the best advantage of Oakland University.

General Information

General Information

Release of University Property and Surplus Disposal is handled by the Property Management Office.

Property Release

  • A Property Release form must be submitted to the Property Management Office (PMO) for any equipment/furniture released, regardless of cost, condition, inventoried or non-inventoried. Use the button below to complete this form online.

Property Release Form

  • Surplus equipment/furniture can be viewed by appointment only. Use button below to schedule an appointment. The PMO isn’t holding open public sales at this time.
  • Additional information on disposal can be found on the Surplus Disposal tab

Surplus Appointment Request Form

Business Office:

Police and Support Services Bldg.
201 Meadow Brook Rd. RM 15
Rochester, MI 48309
248-370-4220
Hours: Monday – Friday, 7:30 a.m. – 4 p.m.
 
Surplus Facility:
 
GUS – Grizzly University Storage
3921 Lonedale Rd
Rochester, MI 48309
(Lonedale is a dirt road that intersects with Library Dr. on the south end of campus)
BY APPOINTMENT ONLY
 

surplus@oakland.edu – Used for Property Release and surplus inquiries

prop-mgt-audit@oakland.edu – Used for Inventory audit questions

helpdesk@oakland.edu – Used to request computer release form (required form)

Work Control (The Hub) – Used to submit a work control ticket to have items moved

Staff
Kathryn Walters, Director University Services & Property Management
Roberta Carlson, Office Assistant II
Melissa Brockington, Assistant
Surplus Disposal Procedures

Surplus Disposal Procedures

The University is the sole owner of Property purchased with any University funds or accepted as a donation.  The Property Management Office (PMO) has been delegated the authority for Disposal of any University Surplus Property.  Disposal options include redistribution within the University, Cannibalization, public sale, scrap or approved donation to another non-profit organization.  This authority includes permission to incur expense for Disposal by an outside trash or recycling vendor.

All Property, as defined in this document, that is transferred, sold or otherwise disposed of, must be processed through the PMO regardless of perceived current value.  Operating departments or individuals may not directly dispose of Property in lieu of the PMO.

Property:  A tangible item owned by, or in possession of, the University which is nonexpendable - that is, not consumed in use and retains its original identity during the period of use.  This typically includes vehicles, furniture, electronics and other equipment.  It does not include real Property (land or buildings) nor expendable supplies.

Expendable items which do not need processing through PMO include:

  • Office supplies such as binders, paper trays, hanging folders, ink cartridges
  • Laboratory supplies – such as hot plates, beakers, filters
  • Maintenance supplies and replaced parts from a piece of equipment
  • Apparel – athletic clothing, staff uniforms, costumes
Disposition of Surplus Property

If a Responsible Department deems an item or pieces of University Property to be surplus, a Property Release Form (PRF) must be used to dispose of such items.

Condition Code
The responsible Department should specify on the PRF the condition of the piece of equipment – Good / Fair / Working-Obsolete / Working Computer-HD removed / Junk/Scrap.

Keys
The responsible department must remove the contents of all furniture being released to GUS or to another department. Keys should be sent with the furniture for any desk or cabinet having a lock.. 

Property Transfers
While priority will be given to internal requests to transfer Property to another University department, the PMO has the authority and responsibility for final disposition of all Property.

Warranties
If released Property is still covered by a manufacturer’s warranty, or still meets university standards the PMO will retain the item in storage for re-use within the University rather than make the item available for sale.

Asset Accounting upon Disposal

When Property that was previously recorded as a capitalized fixed asset in Banner is taken out of service, the PMO will use the Property Release Form (PRF) as authority to retire the Property using the appropriate Disposal code and Disposal date.  The University tag number must be on the PRF and be accurate, since it is the key for PMO to access the item in the fixed asset system and delete it from active inventory.  Once an item has been retired from fixed assets accounting, it will not be reinstated if it is claimed from surplus for use by a new department within the University.

Disposal and Recycling of Computers, Electronic Waste and Contaminated Equipment

Software and Data Removal - University policy and software license terms and conditions require that all data and software licensed to Oakland University be removed from any device (desktop computers, laptop computers, readers, netbooks, multifunction printers, tablets, etc.) prior to Disposal.  The form “Notice of Computer Release” must be completed and submitted with the PRF to the PMO. Contact the Helpdesk for assistance with this form.

Copiers and multifunction devices - Devices with hard drives or other features which store digital images must also have their document images purged prior to release to the PMO (or for trade-in) in order to be compliant with privacy and security requirements.

Electronic Waste (E-Waste) – Electronic devices must be recycled in accordance with federal and state recycling guidelines.  Departments must not dispose of E-Waste in interior waste cans, exterior trash cans or dumpsters.  All E-Waste should be considered surplus and released to the PMO.  If the PMO incurs expense in the process of recycling and Disposal of E-Waste, it may allocate the expense to the Responsible Department.

Contaminated equipment – Equipment must be decontaminated before it can be released to the PMO.  A certificate of decontamination (Laboratory Equipment Safety Release Form), must be completed and accompany the item(s). (See OU AP&P #620 Environmental Health and Safety).

Redistribution within the University

Surplus items released to GUS are available to any department within the University.  The PMO does not charge for such redistribution; however, the acquiring department must submit a work order to Facilities Management (FM) to relocate the Property within a reasonable time period and accept the associated FM moving charges.

Sale of Property

Surplus Property that has been released to the PMO may be sold to individuals or organizations within or outside of the University.  All net proceeds will be deposited in the PMO Property Sales fund as an offset to Disposal expenses.

Potential Buyers - If a department has knowledge of a potential buyer in advance of releasing Property for transfer to GUS, it still must notify and work with the PMO to facilitate the most cost-effective process to accomplish the Disposal.  The Director of Property Management and the Responsible Department will agree on an appropriate allocation between the two areas for the net, if any, sale revenue (cost recovery).  The PMO is responsible for documenting the sale and will deposit the total sale amount at the University Cashier’s Office before transferring any funds to the Responsible Department via journal voucher.

Sales Tax - Michigan sales tax must be collected and reported for sales to individuals and to organizations not holding a certificate of tax-exempt status. Vehicle sales are exempt from sales tax. All Property sold is done so on an “as is” basis and the University will not be held responsible for its condition or warranty.

Software license restrictions - Computers may only be sold after removal of any operating system, applications software and any data or stored information.

Exceptions to Standard Disposition of Surplus Property

Student Housing Furniture - Residential furniture used in student housing may be treated as an exception to standard Disposal procedure.  The Director of University Housing or his/her designee must consult with the PMO when disposing of such furniture to ensure that the process (direct scrap, donation, sale, transfer or trade-in) serves the best interests of the University.

Trade-In -   With the approval of the Purchasing Department, Property may be traded-in against another purchase.  The Responsible Department must complete a PRF and submit it to the PMO.

Extraordinary Value - Items that are perceived to have a potential extraordinary value (antiquities, artwork, or memorabilia) may be handled in a manner separate from this policy.  However, the means of disposition will be at the discretion of the Vice President for Finance and Administration, and the PMO must be notified and involved in the Disposal.

Donations to Oakland University - Items that have been donated to the University and processed as a gift through University Advancement may only be disposed of consistent with IRS directives and in consultation with the Vice President for University Advancement.

Donations of University Property to Third Parties  In general, the donation of University Property is discouraged.  On an exception basis, written requests to donate Property with little or no value may be submitted to the PMO.  The request must include a copy of the requesting organization’s IRS Determination Letter to prove eligibility as a charity.  Final approval rests with the Vice President of Finance and Administration or designee. See donation guidelines.

Federally Funded Property - Surplus Federally Funded Property will be disposed of in accordance with applicable Federal law and Federal grant terms.  Special attention must be paid to Property when, by the terms of the grant, items are owned by a federal agency.  The PMO and the Research Office will collaborate on such Disposals.

Definitions

Capitalized Property: Any tangible asset, item or Property having a useful life of more than one year and an acquisition cost equal to or greater than the Capitalization Threshold. These items are recorded in the Fixed Asset module of Banner.

Capitalization Threshold: The minimum amount for any individual asset to be recorded as a fixed asset and depreciated in Banner. The current minimum is $5,000.

Electronic Waste (“E-waste”): Any unwanted electronic device likely to contain hazardous materials, such as lead and mercury. A partial list includes: CRT devices, LCD screens, computers and peripherals, printers, copy machines, telephones and microwaves.

Government Owned Property: Includes all Property where the title is retained by the government. This may include Property purchased with government funds, or Property furnished by the government

Government Funded Property: Includes all Property acquired with government funds (grant or contract) where the title rests with the University.

GUS – Grizzly University Storage: A Property Management facility located at 3921 Lonedale which is used for temporary storage and disposal of surplus furniture, and equipment released by departments.

Inventoried Property: Equipment or items identified with a University identification tag number and recorded in the University’s fixed asset database.

Notice of Computer Release: Form used by a system administrator to acknowledge that all data and software has been removed from a computer prior to release to PMO. Form is available by contacting the Helpdesk.

Off-Campus: Any location other than the central campus or University satellite operations -- that is, where Property would normally reside for inventory purposes and for University business. Examples of “Off-Campus” include the personal residences of faculty, students or staff, as well as at travel locations.

Principal Investigator (P.I.): In a research environment, the individual who ensures proper accountability and control of Property funded as a sponsored project. This is the individual responsible for the scientific integrity of the project, but also for the hands-on management of the project, which necessarily includes oversight for grant-funded equipment.

Property: A tangible item owned by, or in possession of, the University which is nonexpendable - that is, not consumed in use and retains its original identity during the period of use. This typically includes vehicles, furniture, electronics and other equipment. It does not include real Property (land or buildings) nor expendable supplies.

Property Inventory Report: A detailed listing of Capitalized Property for a department or organization showing the description, acquisition cost, date of purchase and other essential information. 

Property Release Form: A University form used to reassign or release University Property. This form can be found on the Property Management website

Property Management Office (PMO): The Property Management Office is responsible for fixed asset control and surplus disposal. 

Responsible Department: The operating department responsible for, or having custody of, University Property. 

Surplus Property: A non-expendable item of Property which no longer has useful value to the Responsible Department and is being considered for repurposing or disposal.

Property Management Procedures

General

Financial reporting of fixed assets is handled by the PMO and Controller’s Office. Asset tag management and system updates for acquisitions and disposals are handled by the PMO. Depreciation and other balance sheet transactions are handled by the Controller’s Office.

Federal Circular Number OMB 2 CFR 200, available on the website: www.omb.gov, Uniform Guidance prescribes uniform standards governing management of Property awarded by grants or agreements by the federal government.  The University will observe these government standards when applicable. In general, equipment is fully allocated to the sponsored project until the end of the awarded project period. After the end date of the project and full administrative closure of the award, the equipment becomes University property. If it has any usable life remaining, it can now be used for purposes other than those originally indicated to the federal sponsor.

All University Property that is transferred, loaned, sold or otherwise disposed of must be processed through the PMO prior to a change in status and regardless of perceived current value.

Purchase

When acquiring Property, departments are required to follow the OU AP&P #1000 Procurement Policy.  The following account codes should be used for purchases of Property:

  • An item which meets the current Capitalization Threshold for Capitalized Property will use account codes S001 through S027. Property valued less than the Capitalization Threshold is to be charged to account code S080. S079 is used for high risk of theft equipment such as laptops, iPads and tablets.
  • Property that is a component of another piece of previously purchased Property will use the account code of the original purchase.
In-Kind Gifts (Donated Items)

Property acquired by In-Kind gift, with a documented fair market value that meets the definition of Capitalized Property is to be assigned a Property Tag and recorded by the PMO.  The date the gift is accepted is considered the date of acquisition.  The acquisition amount recorded in the University’s fixed asset records is provided by the Gift Review Committee as documented by an independent qualified appraisal or the published FMV.  If the fair market value is not validated, the In-Kind Gift will be recorded at a value of $1.00.

Donated items must be processed through University Advancement (UA) and are recorded only after approval by the Gift Review Committee (GRC) and are in compliance with OU AP&P #500 Gifts, Pledges and Grants.

Items that have been donated to the University and processed as a gift through University Advancement may only be disposed of consistent with IRS directives and in consultation with the Vice President for University Advancement.  Therefore, these items may only be disposed of by the PMO in accordance with Property Management Procedures.

Gifts of bound volumes, pamphlets, documents and other collections are recorded by the University Library and do not become part of the PMO records.

Fabricated Property

Equipment that would qualify as Capitalized Property that has been fabricated by a department of the University must be reported to the PMO.  The information reported to PMO must include:

  • A description of the completed item
  • Location of the item
  • Name and fund number of the Responsible Department
  • The value of the Property; including the cost of all component parts, all supplies and materials, labor costs, freight and insurance.

If the fabrication consists of components that have been purchased on Purchase Orders, the Purchase Order numbers should also be provided. 

If the fabricated equipment was funded by a federal grant or contract, all the federal equipment policies apply, even though the equipment was assembled locally.

Modular Furniture

Modular furniture, by its nature, is designed to be used in different configurations and combinations and may be reconfigured later.  Because each module/piece can be used or discarded and tracking by piece is not reasonable, modular furniture will be excluded from Capitalized Property.

Receipt of Property

Generally, Property is received through the Central Receiving department unless constraining circumstances dictate that delivery be routed directly to the Responsible Department.  The Responsible Department, upon receipt of the Property, must perform a thorough inspection of the Property to determine that it is as ordered and that there is no concealed damage.  If the shipment is not correct, discrepancies are to be noted and the Central Receiving Department and the Purchasing Department are to be notified.

Identification and Labeling of University Inventoried Property

The PMO will determine which items satisfy the criteria for inclusion in the University inventory.  At a minimum, all items which meet the criteria for Capitalized Property will be inventoried.  Items such as laptop, iPads, tablets and similar portable computing devices must be coded as S079. A Property Tag is not required for these devices and they will not appear as Capitalized Property. The PMO will notify the Accounting Department if, upon review of a purchase which was coded as equipment (S001 through S027), believes that all or part of the acquisition cost should be recorded in a different asset category (such as a building improvement).

All Inventoried Property is identified, marked with a University Property tag and recorded in the University’s fixed asset database following payment of the associated invoice.  It will remain so identified as long as it is in the custody or control of the University.  This identification is to be removed or obliterated from the Property only when sold, scrapped, or otherwise disposed of.  If a Property tag is missing or removed, the PMO should be contacted for a replacement. 

The PMO is responsible for initiating the application of the University Property tag to the asset.  This physical application may be delegated to the Responsible Department.

At its discretion, and with agreement from the PMO, a Responsible Department may use its own numbering system and tags only for identifying Property it wishes to manage below the Capitalization Threshold.  These items will usually not be reported to PMO nor recorded in the Fixed Assets system.  However, for Capitalized Property, the Responsible Department must use University Property tags in lieu of, or in addition to, departmental tags.  Use of departmental tags does not negate the provision that the University is the sole owner of Property.

Property Rented or Leased

Property acquired by lease with option to purchase, or other types of installment purchases, is to be recorded at the total cost and assigned a University Property tag and number.  The assigned tag and number will serve to identify the Property throughout the utilization period or if eventually purchased.

Recording Value of University Property

The PMO is responsible for recording the value of all University Property obtained or acquired through any fund source or as a gift.  In recording Property value, the following are included: freight charges, custom duty charges, assembly costs, insurance costs for shipments, trade in value, handling and storage charges.  The following items are excluded from the value of the Property:  training, maintenance, and warranty contract costs.  Educational discounts are deducted from the value of Property; but, discounts for timely payment of invoices are not.

University Property Physical Inventories

A physical inventory of all University Property identified as active items in the Fixed Asset system will be completed on a rolling basis every other year and the results reconciled with the University’s database records.  The inventory is physically performed by the Responsible Department and is accomplished by verifying the inventory information provided by the PMO. 

While the inventory task itself rests with the Responsible Department, the responsibility for monitoring the successful completion of inventories and maintaining the accuracy of the University records rests with the PMO.  The PMO may call for a special audit to confirm inventory counts when circumstances dictate. 

Any difference between quantities determined by the physical inspection and those shown in the University’s database must be investigated to determine the cause of the difference.  Shortages will be handled according to the procedures listed under  “Lost, Damaged, Destroyed or Stolen Property”.  Property which should have been previously recorded as a fixed asset, but was not, will be added to the University database and supporting documents retained by the PMO.

Release of Idle University Property

Property no longer needed or used by a department should be released as surplus to the PMO for potential repurposing within the University or for disposal.  Indefinite storage of idle Property by departments is not cost-effective.  It uses valuable space, risks potential loss or misuse and requires continued maintenance of inventory records.  This especially applies to electronic items where increased age reduces the value through obsolescence and may increase the cost of disposal.

Personally Owned Items

Oakland University is not responsible for loss, damaged, or theft of personal property; even if the loss, damage, or theft occurred on campus or during a university related activity.

See OU AP&P 1050 Risk Management/Insurance Policies and Procedures.

Property Associated with Departing Employees

Each department is responsible for establishing a procedure for ensuring that departing employees (staff or faculty) properly surrender University Property.  Employees are required to return to their department any University Property whether on or Off Campus.  The only exception is where the item was purchased with funds from sponsored grants and contracts and, pursuant to the terms of use, the Property may be transferred to another entity.  This exception requires the concurrence of the Research Office, the PMO and the Vice President associated with the Responsible Department.

Lost, Damaged, Destroyed of Stolen Property

Departments must have appropriate safeguards in place to prevent loss, damage, destruction or theft of Property. It is the Responsible Department’s duty to complete a Property Release Form and notify the PMO in the case of any such event. 

If damaged Property is not going to be repaired and remain in use by the Responsible Department, it must be sent to the PMO and documented with a Property Release Form. 

Theft or any disappearance of Property should also be immediately reported to the OUPD and to the Risk Management Department.

Key control is an important factor in helping to prevent theft of Property from campus.  See OU AP&P 350 Key Control for further information.

Government Funded Property

Given that the University often uses equipment purchased with federal funds, it is required to comply with the Office of Management and Budget (OMB) Circular 2 CFR 200, Federal Acquisition Regulations (FAR) Part 45 and all agency regulations as stated in the particular grant agreements. 

Specifically, these requirements apply to the need for an effective Property Management program to ensure that costly research Property is fully utilized and that unnecessary purchases of additional Property are avoided. 

Because of the variance in rules and regulations across agencies for managing government funded Property, it is emphasized that Principal Investigators and Research Office staff must be familiar with specific contractual requirements before initiating the following processes: (1) acquisition, (2) cannibalization, (3) disposal, (4) safekeeping, (5) vesting of title, and (6) accountability.

1. Equipment Screening and Acquisition

Careful screening of the list of current University Property is to take place prior to the purchase of Property to ensure that the Property is needed and that the need cannot be satisfied with Property already in the possession of the University.

Requisitions for federally funded Property will be screened prior to issuance of a purchase order to avoid unnecessary purchases of Property.  It is understood that more than one piece of similar, or even identical, research equipment may be essential to move the research mission of the university forward. The guidelines and responsibilities for completing the screening requirements are as follows:

Screening for federally-funded property begins at the proposal stage, as the scientific plan is being developed for consideration by the sponsor.  While, in general the expertise in this matter resides with the Principal Investigator, The Research Office will ensure that the PI has considered using equipment already owned by OU or perhaps even by other nearby universities. The need for the equipment must be fully documented in the proposal and its constituent documents.

Once an award is made, screening for Property valued from $5,000 to $9,999 will be carried out by the department or unit and will be restricted to screening of like Property under the custody of that department or unit. The PMO is available to assist in identifying this category of Property. It should be noted that the mere presence of a similar piece of equipment does not necessarily indicate availability. All federally-funded equipment items are fully allocated to the research project that purchased them, until the end of the award. So, if the apparently-similar item was also federally funded, it may not be useful for use by a second project.

Screening for Property with a unit value of $10,000 or more will be carried out by a joint effort of the department and the PMO with the process initiated by the Responsible Department. This screening will encompass the total pool of like Property in the custody of the University.

2. Identification of Government-Owned Property

Each Responsible Department is responsible for identifying, marking, and recording Government-Owned Property promptly upon receipt.  The PMO will furnish tags for attachment to the Property.  The Property remains so identified as long as it remains in the custody, possession or control of the University.

In addition, all Federal-Government-Owned Property will be tagged by the PMO as “Property of U.S. Government”.  If the Property prohibits tagging because of the size or nature of the item, items will still be assigned a tag number and be recorded in the Fixed Asset database.  Significant components of a modular unit should be individually tagged.

3. Property Acquired Under Grants and Contracts

Capitalized Property acquired using contract or grant funds but which immediately vests with the University, shall be identified in the fixed asset system with the contract or grant number.  Identifying these items as contract or grant Property is the responsibility of the Research Office and the PMO.  These items are commingled with all other University Property within the University’s Property management inventory system.

During the period of a grant or contract, the federally-funded equipment is fully allocated to the project. The Principal Investigator (P.I.) must ensure that  each use of the equipment during the funded project period is in line with the scope of work approved by the sponsor.  Most commonly when the federal award period ends, the piece of equipment becomes university property. Current needs will then be reviewed so that excess items may be identified and reported to Research Office.  Federal agencies retain the authority to define the use and transfer status of Government-Owned Property.

Upon closeout of a grant or contract for which title to the Property remains with a federal agency, the Research Office must request disposal instructions from that agency.  The disposal instructions will direct whether the University is relieved of further accountability, if the Property is to be returned to the agency, or specify that it be sold and a portion of the proceeds be returned to the federal-agency.  The PMO must be notified of the resulting directive and will be responsible for recording such disposal or transfer of Property.

Reports on Capitalized Property acquired through grants or contracts are available from the PMO on an ad hoc basis -- based upon correct coding within the Fixed Asset records.

4. Record Keeping

Electronic data records related to Property are maintained in the Fixed Assets module of Banner in order to establish control and verify status.  The PMO has data entry responsibility for these updates and will flag government owned items using the code for the Federal Government in the “Titled-To” data field.  Where possible the asset record should include (1) manufacturer, model and serial numbers, (2) acquisition date and cost, (3) unit of measure and location, and (4) date of the most recent activity.

Retention of backup documents related to Property is the responsibility of each department affiliated with their particular step in acquisition of the Property – the Responsible Department, Purchasing, Accounts Payable and Property Management.  To partially fulfill the requirements of the biennial federal Space Survey, the Research Office also maintains a list of equipment purchased as part of a sponsored project. Annually, the PMO and The Research Office will review their lists to ensure accuracy and adequate control. When communication with federal sponsors is required The Research Office will take the lead.

5. Maintenance, Care and Accountability

It is the responsibility of the P.I. to ensure that Government-Owned Property is maintained and repaired by qualified personnel and to keep suitable documentation of such actions when they occur.  Costs for these services ought to have been built into the proposal budget for the award. The grantee is responsible for maintaining an internal control system to ensure adequate safeguards to prevent loss, damage, or theft of equipment purchased with federal grant funds. If such a system does not exist or has failed in a material way, the grantee (meaning OU) must implement any necessary corrective actions and any loss, damage, or theft must be investigated. (2 CFR 200.313(d4)).

6. Government Property Reporting

Certain federal funding agencies rely upon reports from the University (as a contractor or grantee) regarding the value of Government-Owned Property and the number of items held at the University. The reports can be agency-specific or can cover all research-related equipment held by the university.

The Research Office is responsible for submitting such reports consistent with the relevant terms and conditions imposed by the award.  PMO shall support this process by physically verifying Property status annually and provide ad hoc reports from the Fixed Assets system as needed .

7. Subcontractor Control

The University, when acting as a prime contractor, has responsibility for all Property awarded or provided by a funding agency.  Accordingly, subcontractors are responsible to prime contractors for Property under its control.  The Research Office is to ensure that each subcontract entered into by the University where federal Property may come under the control of the subcontractor must contain specific provisions concerning the responsibility for the care, custody, and use of the Property.

8. Assessment and Audit related to Government-Owned Property

The University will ensure that its Property Management systems are effective and periodically conduct internal reviews and audits.  Such self-assessments should be conducted by an objective party outside of Research Office and PMO.  Results of such reviews/audits pertaining to Government-Owned Property should be retained and held available for potential government review.

In the event that a cognizant agency, contacts the University regarding an audit of Government–owned Property, The Research Office will act as the primary interface with the agency.  The PMO will participate and provide support.

9. Federally-Funded Property Closeout

Research Office shall review each award nearing closeout process to identify Property accountable to it and reconcile the list with the Fixed Asset system records.  Where required, a final Property report shall be prepared and submitted to the sponsor by The Research Office according to the terms and conditions of the relevant award.  As part of the final Property report, direction for disposition of Government-Owned Property should be requested -- including, if in the best interest of the University, transfer of title to the University.

The Research Office should advise PMO if the Government specifies transfer of Property from a completed award to another active award, or transfers title to the University.  Any issues or discrepancies related to Property must be resolved before award closeout.

10. Financial Accounting -- Depreciation and Use Charges

Under applicable federal regulations, indirect cost charges for depreciation cannot be made for the portion of Property acquired with federal funds even when title rests with the University.  In addition, University financial statements should not include depreciation expenses for Property titled to a federal agency.  The Controller’s Office will work with the PMO and Research Office to ensure compliance in this calculation and that the University's fixed asset records indicate the source of funds.

11. Transferring Equipment into or away from Oakland University

The grantee organization (OU) is the legal entity to which a grant is awarded. When the Principal Investigator moves to another organization, the following options regarding externally funded equipment apply:

  1. OU may request continuation of the project under the direction of an alternate PI. If the alternate PI is approved by sponsor, the grant will continue and thus title to the equipment purchased under the grant will remain with the original grantee organization.
  2. OU may relinquish its interests and rights in the grant to the PI's new organization. If the new organization is approved by the sponsor to continue the grant activity, then the grant will be awarded and any equipment purchased with grant funds and still needed for the grant project would be expected to transfer to the new grantee organization, which would assume title.
  3. If an alternate PI is not accepted by the sponsor, and the original grantee refuses to relinquish its rights in the grant to the new organization, then the grant will be terminated. Title to equipment will remain with the original grantee organization, subject to disposition or use as described in 2 CFR 200.313. 

When a faculty member is moving to OU, and bringing grants and grant-funded equipment to OU, the original institution has these same options.  If the grant and its equipment are coming to OU, grant funds can be used to pay for the transfer, if there is sufficient room in the budget.  The Research Office Grants and Contracts Officers can help the new PI determine this.  

Equipment purchased with a grant that is no longer active has, in all likelihood, become University property.  There is no reason to assume that it will move with a faculty member who is transferring to another university.

Definitions

Capitalized Property: Any tangible asset, item or Property having a useful life of more than one year and an acquisition cost equal to or greater than the Capitalization Threshold. These items are recorded in the Fixed Asset module of Banner.

Capitalization Threshold: The minimum amount for any individual asset to be recorded as a fixed asset and depreciated in Banner. The current minimum is $5,000.

Electronic Waste (“E-waste”): Any unwanted electronic device likely to contain hazardous materials, such as lead and mercury. A partial list includes: CRT devices, LCD screens, computers and peripherals, printers, copy machines, telephones and microwaves.

Government Owned Property: Includes all Property where the title is retained by the government. This may include Property purchased with government funds, or Property furnished by the government

Government Funded Property: Includes all Property acquired with government funds (grant or contract) where the title rests with the University.

GUS – Grizzly University Storage: A Property Management facility located at 3921 Lonedale which is used for temporary storage and disposal of surplus furniture, and equipment released by departments.

Inventoried Property: Equipment or items identified with a University identification tag number and recorded in the University’s fixed asset database.

Notice of Computer Release: Form used by a system administrator to acknowledge that all data and software has been removed from a computer prior to release to PMO. Form is available by contacting the Helpdesk.

Off-Campus: Any location other than the central campus or University satellite operations -- that is, where Property would normally reside for inventory purposes and for University business. Examples of “Off-Campus” include the personal residences of faculty, students or staff, as well as at travel locations.

Principal Investigator (P.I.): In a research environment, the individual who ensures proper accountability and control of Property funded as a sponsored project. This is the individual responsible for the scientific integrity of the project, but also for the hands-on management of the project, which necessarily includes oversight for grant-funded equipment.

Property: A tangible item owned by, or in possession of, the University which is nonexpendable - that is, not consumed in use and retains its original identity during the period of use. This typically includes vehicles, furniture, electronics and other equipment. It does not include real Property (land or buildings) nor expendable supplies.

Property Inventory Report: A detailed listing of Capitalized Property for a department or organization showing the description, acquisition cost, date of purchase and other essential information. 

Property Release Form: A University form used to reassign or release University Property. This form can be found on the Property Management website

Property Management Office (PMO): The Property Management Office is responsible for fixed asset control and surplus disposal. 

Responsible Department: The operating department responsible for, or having custody of, University Property. 

Surplus Property: A non-expendable item of Property which no longer has useful value to the Responsible Department and is being considered for repurposing or disposal.

FAQs
Is there a charge for campus re-use?

All surplus equipment and furniture released to the surplus barn is available free of charge for campus re-use.

Does the operation allow Personal purchases?

Items released to surplus that are no longer needed on campus or are obsolete can be sold to any interested party.

What Payment forms are accepted?

Cash or check only (checks made out to Oakland University).

Moving – work orders

Items moving to and from the surplus facility are moved by the Moving and Setup Department. A work order request needs to be submitted via the online portal THE HUB. Property Management staff members are unable to assist with lifting, loading, or moving equipment or furniture.

Who is GUS?

Grizzly University Storage (No long-term storage is offered; facility is used for surplus storage only, no department storage).

GUS – Surplus Barn Hours of Operation

The surplus barn is open by appointment ONLY.   Surplus Appointment Request Form.

Computer Release Form

The computer release form is required when releasing computers to surplus. The form is available by contacting the Helpdesk.

Can I purchase my university issued Laptop?

Requests to purchase university issued laptops are handled on a case-by-case basis. Contact the office at surplus@oakland.edu.

Are there computers available for purchase?

Periodically the surplus facility will have older model computers for sale. Computers are sold with no operating system. Inquiries can be made at surplus@oakland.edu.

What items are not accepted by GUS?

See the Surplus disposal section of the website for information regarding items not accepted at the surplus facility. Example: Couches.

What items are available at GUS?

Desks, file cabinets, tables, book cases, chairs (desk, reception). Computers, monitors, and printers are sometimes available for campus re-use. If you are looking for something very specific send an email to surplus@oakland.edu indicating what you need.

Why is something listed on my inventory which is fully depreciated?

All fixed assets remain on department inventory until the item is released to Property Management.