Frequently Asked Questions (FAQs)

What is “capital” equipment?

Capital equipment is equipment purchased by the University that has a unit cost of $5,000 or more and a useful life of at least one year. 


Do I have to inform Property Accounting when I move capital equipment from one location to another, or transfer it from my department to another department?

Yes!  In order for us to keep the University’s fixed assets system up-to-date, we need to know when equipment permanently changes location so we can update that information in the system.  “Permanently” is defined as longer than six months. 


So, how do I do that?

It’s easy.  If you have access to the web, you can find the Equipment Change Request Form in the University Web Forms Directory at http://uvaforms.virginia.edu/cgi-local/formsDir.cgi .  Simply complete the necessary information, obtain the necessary departmental signature(s), and forward it to Property Accounting, Carruthers Hall, or fax it to us at 982-2163.   If you don’t have access to the web, call Property Accounting at 924-4288, and we’ll fax the form to you.


How do I get rid of equipment that my department doesn’t want anymore?

There are two ways to do this, and you’ll need to go to the Surplus Property web page at http://www.procurement.virginia.edu/Surplus/ to do either.  One way is to advertise the item(s) to the rest of the University community on the “Swap Shop”.  The other is to send it to Surplus Property to be sold at auction.  ALL EQUIPMENT, CAPITAL AND NON-CAPITAL, MUST BE DISPOSED OF THROUGH SURPLUS PROPERTY.


Do I need to inform Property Accounting when I receive government-furnished equipment (GFE) on my grant or contract?

Definitely!  Sponsors do not forward copies of the shipping and transfer documents to Property Accounting or to the Office of Sponsored Programs (OSP); the primary investigator (P.I.) receives the only copy along with the equipment.  According to University policy, the P.I. is responsible for acknowledging receipt of the GFE by signing the transfer documents and forwarding them to Property Accounting, Carruthers Hall.  Or, they can be faxed to us at 982-2163.


How about when I return GFE to the sponsor?

The same applies; please notify Property Accounting by sending us a copy of the transfer documents.


Can I surplus or throw out GFE or other sponsor-titled equipment?

No, unless the sponsor has given written permission to do so (which rarely occurs).  When GFE or sponsor-titled equipment is no longer being used, the sponsor must be contacted for disposition instructions.