Sponsor Equipment

Sponsor Equipment Overview 

Ohio University occasionally purchases equipment with sponsored agreements or contracts.  In some cases, the equipment ownership remains with the sponsor.  Equipment that is vested with the sponsor (per sponsor guidelines) and in the permanent possession of Ohio University must be tracked as sponsor equipment. There are two different kinds of sponsor equipment:

• Contractor Acquired - equipment purchased using expenditure type 715210 Equipment Title Vested in Sponsor
• Government Acquired - equipment provided to Ohio University by sponsor and title vested in sponsor

When a department receives equipment that is Government Acquired, they are required to notify Grants Accounting at finance.grants@ohio.edu. Government Acquired equipment must be identified as such and is tagged with a red inventory tag that begins with the number eight.  

Equipment Inventory Dashboard 

Departments have visibility to sponsored equipment by using the Equipment Inventory dashboard within the OBI. Users can access OBI at http://obiprd.oit.ohio.edu/ and log in using their OHIO ID and password. To access the Equipment Inventory Dashboard the user will click Dashboards in the upper right corner and select Finance from the dropdown. From the Finance dashboard, users can click on the Equipment Inventory tab. Once on the Equipment Inventory dashboard, under prompts, the Book Type should be SPONSOR EQUIP.

Red Tag Equipment Certification 

The Grants Accounting office is responsible for certifying all red tag inventory. Physical audits are performed annually, and the responsible department is required to sign a form certifying that the inventory is current and accurate. If a department has any changes to the red tag equipment (e.g. location) that must be reported Grants Accounting on the Equipment Status Change form. All equipment must be used for the program or project for which it was acquired per Uniform Guidance §200.313© Equipment.  

Disposal of Equipment 

At no time can a University department or office discard of sponsor equipment without proper authorization. Equipment that is no longer needed for the original purpose must be reported to the federal agency for disposition instructions.  Grants Accounting can be contacted to facilitate the disposal process with the agency or sponsor.   

Questions? 

For questions related to the sponsor equipment process, please contact finance.grants@ohio.edu.