Minor Equipment is an article of tangible nonexpendable personal property having a useful life of more than one year and an acquisition cost of at least $2,000 or more per unit, but not more than $4,999.99. Minor Equipment will be tagged and listed in the Asset Management List.
1.3 Micro Equipment
Micro Equipment is an article of tangible nonexpendable personal property having a useful life of more than one year and an acquisition cost of at least $500 to $1,999. Micro Equipment will be tagged and listed in the Asset Management List.
1.4 Communication & Computer Devices
Communication and Computer Devices are articles of tangible nonexpendable personal property having a useful life of more than one year, regardless of the purchase price. These include (computers, tablets, laptops, printers, scanners, cameras, monitors, projectors, and cellphones). Communication and Computer Devises will be tagged and listed in the Asset Management List.
2. Procurement Procedure for Assets Purchased Through a Sponsored Program
Ordering Procedure (TUC)
All assets acquired through externally funding are recorded by TUC as expenses.
2.1Ordering Procedure via Purchase Order
The Principal Investigator (PI) generates a Purchase Order for the acquisition of the asset and forwards it to The University Corporation together with the required supporting documentation. The Post-Award office identifies Minor Equipment (>$2,000) and Capital Equipment (>$5,000) on the purchase order, with a stamp or in writing, as 'To Be Tagged'. The University Corporation processes the Purchase Order and sends it to the vendor. The University Corporation sends an electronic copy of the purchase order to Central Receiving department.
The supplier delivers the new equipment to CSUN Central Receiving department, where it is matched to the TUC Purchase Order. The CSUN Receiving Department tags all items identified by The University Corporation as ‘To Be Tagged’ and sends it to the Principal Investigator. If the supplier delivers the equipment directly to the PI, the PI can either contact CSUN Asset Management Department or TUC’s Post-Award office to tag the equipment on location. It is the responsibility of the PI to notify either departments and request the tagging of the items. If the asset is tagged by CSUN’s Asset Management Department, the department will forward the information on the received equipment and the tag number to The University Corporation.
2.2 Assets Purchased via Purchasing card
The Purchasing Assistant will review activity reports to check and identify assets that will be included in the Asset Management List. A copy of the supporting documentation will be provided to the Administrative Compliance Analyst to enter to the Asset Management list, and to contact PI and schedule an appointment to tag the asset.
2.3 Assets Reimbursed via Check Request
The Post-Award Analyst will determine if an asset is required to be tagged based on the guidelines in 1. Definition of Equipment. Upon review and determination, the Post-Award Analyst will provide a copy of the supporting documentation to the Administrative Compliance Analyst. The Administrative Compliance Analyst will then enter to the Asset Management list and contact PI to schedule an appoint to tag the asset.
3. TUC Tracking Procedure and Reconciliation
Post-Award office maintains a list of all asset purchases (Asset Management List). The list contains the following information:
• Asset Number
• Account number/Project ID
• Project Begin Date
• Project End Date
• Principal Investigator
• Serial Number
• Purchase Price
• Purchase Order Number
• Paid Date
• Mail Drop
• Location (Building, Room)
The Post-Award office will review and enter all information based on asset’s supporting documentation. Any asset that is $2,000 or more will be reported to the campus via the asset tracking shared file.
On a semi-annual basis, the Post-Award office will review the asset related accounts of the Detailed Trial Balances of all sponsored programs to ensure that all asset purchases are included in the Asset Management List.
On a bi-annual basis (every 2 years), the Post-Award office will take a physical inventory of all assets over $5,000 on the Asset Management List.
4. Title and Ownership
Since grants are made to CSUN/The University Corporation on behalf of the Principal Investigator (PI) or Program Director, the title to equipment acquired with grant funds vests with CSUN/The University Corporation, not the Principal Investigator. Per 2 CFR 200.313-314, title for capitalized assets, acquired under a Federal award, that have purchase price greater than $5,000, will vest upon acquisition with CSUN/TUC. Unless a statute specifically authorizes the Federal agency to vest title to CSUN/TUC without further obligation to the Federal Government, and the Federal agency elects to do so, the title must be a conditional title. During the duration of the grant, ownership of equipment acquired with grant funds vests with The University Corporation. After the end of the grant, The University Corporation will transfer ownership to the University.
5. Transfer Of Principal Investigator To Another Organization
CSUN/The University Corporation is the legal entity to which a grant is awarded. When the Principal Investigator moves to another organization, the following options apply in the order listed:
- CSUN/The University Corporation may request continuation of the project under the direction of an alternate PI. If the alternate PI is approved by the granting agency, the grant will continue and thus title to the equipment purchased under the grant will remain with CSUN/The University Corporation.
- CSUN/The University Corporation may relinquish its interests and rights in the grant to the PI's new organization. If the new organization is approved by the granting agency 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 be transferred to the new grantee organization, which would assume title. If CSUN/The University Corporation does not voluntarily agree to relinquish equipment with the grant, the granting agency may require the transfer of the equipment.
- If an alternate Principal Investigator is not accepted by the granting agency (or no alternate is nominated), and CSUN/The University Corporation refuses to relinquish its rights in the grant to the new component to continue the research), then the grant will be terminated. Title to the equipment will remain with CSUN/The University Corporation, subject to disposition or use as described below. The PI's new organization may submit a new application through the regular peer review process to request support for the research. A change of grantee may not take place where it will involve the transfer of a grant to or between foreign institutions or international organizations.
6. Disposal of Assets during a Grant
Disposal of assets during a grant require the approval of the granting agency, Research and Sponsored Programs department, and the Principal Investigator. When equipment acquired under a federal award is no longer needed for the original project or program or for other activities currently or previously supported by a federal awarding agency, the CSUN/TUC must request disposition instructions from the federal awarding agency if required by the terms and conditions of the federal award. If the campus is authorized or required to sell the property by the federal agency, proper sales procedures must be followed to ensure the highest possible return as stated in 2 CFR 200.313(e)(2).
Items of Equipment with a current per unit fair market value of $5,000 or less may be retained, sold or otherwise disposed of with no further obligation to the Federal awarding agency as stated in 2 CFR 200.313(e)(1). Income from the disposal of assets will be booked as negative expenses in the project and account where the original expenditure occurred.
When disposing of a grant or contract asset, TUC completes a Surplus Property Survey Request Form 116 and submits it to Physical Plant Management/Asset Management department (PPM/AM). PPM/AM removes the asset from their records. At the same time, the asset is marked as disposed of, on the Asset Management List.
7. Transfer of Assets to CSUN after the End of a Grant
After the completion of a grant or contract, the title of the equipment is to be transferred to CSUN. At least once a year, The University Corporation, Sponsored Programs will prepare a list of assets to be transferred and forward it with a cover letter to PPM/AM. At that time, the asset will be added to the University's asset list and removed from Post-Award office’s Asset Management list.
8. Procedure Information
Date of Last Revision: 06/14/19
Mahyar Sadri Administrative Compliance Analyst, Research & Sponsored Programs
Phone: 818-677-6414; Email:
Grace Slavik Post-Award Manager, Research & Sponsored Programs
Phone: 818-677-3498; Email: