Purpose  Scope Policy Form:  Approval to Utilize a Federal Asset Form Instructions Adobe PDF Form     (Fill out the form on-line and print for signatures; or print a blank form and fill out by hand or typewriter.)

Effective May 1999, the Approval to Utilize a Federal Asset form is available in Adobe (PDF) format.

Explains policy and procedures regarding the use of university equipment across UNCW departmental lines, by other constituent UNC institutions, or by other governmental agencies.

Applies to all property (including boats) for which the university is responsible, regardless of whether the property is owned by the state or by the federal government.

1.    Accountability for University Equipment.
 
The individual charged with budget and expenditure authority is responsible for the appropriate use and tracking of all university property assigned to his or her department. This individual must ensure that all policies and procedures regarding the accountability for university equipment are followed. (See Procedure ACG 2.60.)


2.    State-Owned Property (Including Boats).
 

Resources provided to a department are assumed to benefit the entire campus, therefore, cross-departmental use or borrowing of an asset is encouraged. The item may be used by a second department as long as the use of the property is determined to be within the programmatic purposes of the "owning" department or center.

a.    Charges for Use of State-Owned Property.
If the lending department charges the borrowing department, only direct costs (such as consumed supplies, gasoline) may be reimbursed. The lending Director or Department Chair will determine if the borrower's use of the item is within their programmatic purpose and will decide whether any charges will apply. Any charges made must be credited as a refund of expenditures and deposited to the account that incurred the original charges.

3.    Federally Owned Property (Including Boats).
 
Federal contracts and grants having property to which the federal agency has retained title must be held to different procedures since the supporting money originated from different sources. Usage is limited to UNCW and sister institution faculty/staff. Any other user must be approved by the Vice Chancellor for Business Affairs (or his designee).
 

a.    Charges for Use of Federally Owned Property.
When a federal asset is used for a purpose not outlined in the grant proposal's scope of work, or for a project that has not been approved by the sponsor's program office, full cost recovery is necessary. All associated costs, including materials and staff time should be charged the user.

b.    Rental of Federally Owned Property.
Rental rates must include all costs associated with the item. The rate must be approved by the lending Director (or Department Chair) and Sponsored Programs. Once rental rates have been approved, the rate may not be changed without their approvals. For the rental rates to be valid, a copy of the rental rates must be on file with the Comptroller.

Rentals are subject to the following terms:
 

• Usage must be in accordance with federal guidelines and special requirements.
• Form ACG 2.70 (Approval to Utilize a Federal Asset) must be completed before the usage occurs.
• Usage must be for university purposes only.   Under no circumstances may a federal item be rented or borrowed for personal use.
• All persons utilizing the asset must be associated with the project as outlined on the clearance form. No visitors or family members may be involved unless there is specific involvement in the project.
• Charges will be made through either an external invoice or interdepartmental invoice as appropriate.

 

Instructions for Preparation of Form ACG 2.70	Effective:    May 17, 1999
Name of Form:   Approval to Utilize a Federal Asset	Supersedes: May 2, 1996

This form is used to request the use of a federally owned asset.

Click here to get the Approval to Utilize a Fixed Asset form in Adobe PDF format and then choose one of the following options:
 
• Fill out the form on-line and print for signature, or
• Print a blank copy of the form ready to fill out by hand or typewriter.

The form must be prepared by the department responsible for the asset and routed to the following individuals for approval:
 
• Borrower/User
• Director or Department Chair of the Lending Department
• Director of Sponsored Programs
• Vice Chancellor for Business Affairs (if borrower is outside the UNC System)

 
Upon receiving final approval, the original should be returned to the lending department for its records.

The information provided on the form is self-explanatory.