Whether coming in or going out, transferred equipment must be properly accounted for by your DLC. Here’s how to manage the process.

Provide the equipment list of the arriving researcher

When a researcher is joining your DLC with equipment from another nonprofit institution, note all incoming items that should be listed to the researcher as principal investigator or “responsible person.” Email your list to Michael McCarthy along with the name of the incoming researcher, and follow VPF’s procedures for tagging equipment.

Review the equipment list of the departing researcher

When a researcher is preparing to leave your DLC for another nonprofit institution, email the researcher’s name to Michael McCarthy. He will send you a list of all the equipment currently listed to the researcher as principal investigator or “responsible person.”

Identify items to be transferred out

Work with the departing researcher to identify the items he/she wishes to take to the new institution. Email this list to Michael McCarthy along with the name of another member of the lab who will be the principal investigator or “responsible person” for any equipment that will remain with your DLC.

Request permission from the head of your DLC

The departing researcher must submit a written request to the head of your DLC asking permission to transfer equipment to a new institution. The request must specify which equipment will be transferred, the reason(s) for the transfer, and the contact information at the receiving institution.

Supply written approval from the head of your DLC

Prepare written approval from the head of your DLC on letterhead and send it to VPF Property Manager Michael McCarthy, Building NE49-3182A. He will obtain approvals from the director of the VPF Property Office, the MIT Controller, and the Office of Sponsored Programs (OSP). MIT will issue a bill of sale to the receiving institution and will send your DLC a copy for your records.

The Details

Provide the equipment list of the arriving researcher

When a researcher is joining your DLC with equipment from another nonprofit institution, note all incoming items that should be listed to the researcher as principal investigator or “responsible person.” Email your list to Michael McCarthy along with the name of the incoming researcher, and follow VPF’s procedures for tagging equipment.

Review the equipment list of the departing researcher

When a researcher is preparing to leave your DLC for another nonprofit institution, email the researcher’s name to Michael McCarthy. He will send you a list of all the equipment currently listed to the researcher as principal investigator or “responsible person.”

Identify items to be transferred out

Work with the departing researcher to identify the items he/she wishes to take to the new institution. Email this list to Michael McCarthy along with the name of another member of the lab who will be the principal investigator or “responsible person” for any equipment that will remain with your DLC.

Request permission from the head of your DLC

The departing researcher must submit a written request to the head of your DLC asking permission to transfer equipment to a new institution. The request must specify which equipment will be transferred, the reason(s) for the transfer, and the contact information at the receiving institution.

Supply written approval from the head of your DLC

Prepare written approval from the head of your DLC on letterhead and send it to VPF Property Manager Michael McCarthy, Building NE49-3182A. He will obtain approvals from the director of the VPF Property Office, the MIT Controller, and the Office of Sponsored Programs (OSP). MIT will issue a bill of sale to the receiving institution and will send your DLC a copy for your records.

Did You Know?

The Property Office houses used furniture in a warehouse on campus and can help outfit an office for free, or for just the cost of moving it.
The Property Office administers a separate accounting program for equipment that is fabricated on campus.
Even if you have equipment donated to your lab or center, the Property Office must keep track of it in the Institute’s inventory system.
You can get a listing of all your DLC’s computers by emailing the VPF Property Office. In your message, list your DLC number or costs centers and specify how you want the report sorted—by location, person, account, equipment, or type.
You can access eProp—the Institute’s database of nearly 100,000 items—by contacting Richard Janus in the Property Office.
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