The PI/Departmental Administrator, the ORSP, the UFPA and Property Control work together to fulfill all contractual property requirements at the closeout of a contract. The ORSP notifies the PI/Departmental Administrator by email approximately two months in advance that the end date of an award is approaching.

The PI/Departmental Administrator has the primary responsibility for preparing and submitting the closeout report of government property if required by the sponsoring agency. Reports should be submitted first to the UFPA for review/approval. The UFPA will contact Property Control for a list of all capital equipment purchased under the award, will obtain the signature of the Vice Chancellor for Research and Sponsored Programs if an authorized signature is required, and will coordinate with the PI/Departmental Administrator to ensure that the report is submitted to the agency in a timely manner. (See Section 23.4 for information on due dates, forms, etc. Contact information for property reporting is included in Section 24.3.)

Information on government property at subcontractor locations is reported to the PI/Departmental Administrator using the Subcontractor Equipment Inventory form or applicable agency forms such as NASA Form 1018 (NASA Property in the Custody of Contractors) and DOE F 4300.3 (U.S. Department of Energy Semi-Annual Summary Report of DOE-Owned Plant and Capital Equipment).

If the PI wishes to transfer government property from a completed contract to another active contract, he/she must obtain prior approval from the agency via the ORSP.