Policy

Equipment Purchased from Research Funds - Policy

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Body

1. Purpose and Objectives

This policy sets out the requirements for purchasing equipment from research funds.

2. Definitions, Terms, Acronyms

Research funds - Funds in University accounts that are tied to a research contract or agreement with an external funding body or organisation.

University funds - Funds in University accounts that are not tied to a contract or agreement with an external funding body or organisation.

3. Policy Scope/Coverage

This policy applies to all staff and students purchasing equipment using research funds.

4. Policy Statement

This policy builds on the procedures for plant and equipment purchases as outlined in the PPL9.50.02 Property, Plant and Equipment and applies to all research equipment purchases unless otherwise stated.

5. Equipment

PPL9.50.02 Property, Plant and Equipment provides the University's general definition of equipment.

Additionally, some granting bodies (including ARC and NHMRC) have their own definitions and clarifications, which must be used in framing grant applications to them, and in administration of grants received from them. Where the granting body does not provide a definition of equipment, the University definition should be used.

6. Ownership of Research Equipment

Equipment purchased from University funds is the property of the University.

Ownership of equipment purchased from research funds is determined by the funding agreement governing the research project. If the funding agreement does not specify ownership of equipment purchased using their funds, then equipment purchased from those research funds will remain the property of the University.

7. Purchase of Equipment

The University’s expenditure process for equipment must comply with both the Queensland Procurement Policy and the UQ procurement policy and procedures.

The cost of an item of equipment cannot be split between two or more different grants unless the conditions tied to each source of funds allow the equipment to remain the property of the University.

If there are material changes to the equipment to be purchased from a research grant (compared with approved budget), this may, depending on the nature of the agreement or contract governing the research funding, require a variation to be approved in advance by the granting body.

8. Use of Research Equipment

PPL9.50.02 Property, Plant and Equipment describes how research equipment is to be used.

In addition, when Chief Investigators are involved from two or more UQ organisational units:

  • Where equipment is to be shared by chief investigators from two or more organisational units, the first named Chief Investigator shall ensure all other Chief Investigators have priority access to the equipment for the purpose of their collaborative research. 
  • The equipment may be transferred internally between UQ organisational units, but normally remains in the organisational unit of the first named UQ Chief Investigator. If the equipment is to be transferred, this must have the approval of all UQ Chief Investigators and have the support of the relevant Heads of organisational units. The equipment transfer should also be noted on the Asset Management module of UniFI for the respective organisational units.

9. Transfer of Research Equipment

Where:

a)

a Chief Investigator:

 

  1. has purchased equipment from a grant by an outside body, the conditions of which state that the equipment is the property of the University; and 
  2. during the currency of the grant, resigns to take up a position at another institution with the intention of continuing the project there; and

b)

the funding body has approved the transfer of the grant to the other institution; and

c)

the Chief Investigator requests approval to move the equipment to the other institution;

an appropriate financial delegate authorised to approve that the item be retired from the Asset Management module of UniFI will determine, in accordance with University policy and the funding agreement, whether the equipment can be moved and if so, whether the ownership of the equipment is to be passed to the other institution or be retained by the University.

PPL9.50.02 Property, Plant and Equipment outlines other procedures for transfer of research equipment including transportation, allocation of costs, and insurance.

10. Disposal of Research Equipment

PPL9.50.02 Property, Plant and Equipment describes how to dispose of research equipment.

Custodians
Director, Research Strategy and Management
Miss Nicole Thompson