Reasons for Disposition


This document describes the reasons for disposing of property.

Lost, Stolen, Damaged

Property may be lost or stolen, and property can be damaged beyond repair. In these cases the record for the property on the PCS database needs to be retired.

Project Termination

At project termination, if title vests with the sponsor, property may be returned to the sponsor. Termination may occur at the project completion date proposed in a grant award, or at some earlier date if the sponsor withdraws support or the project director sees that the proposed project cannot be completed. Termination can also occur at a later date if the project support and property loan is extended past the original termination date. In any event, disposition of the property must follow certain guidelines for return, tagging change, and database record retirement.

At project termination, if title vests with the Research Foundation (RF), property may be disposed of through the operating location's standard procedures.


Property can become obsolete as instrumentation is developed having new and better functional capabilities. Property can also become obsolete as normal wear and tear degrade the functional performance of the instrument. The PCS database has specific codes for documenting obsolescence and the PCS User Manual should be referred to for determining which code to use in each case. When a decision is made that property is no longer wanted, disposition procedures are initiated and the property is removed from inventory. Costs associated with disposition are paid by the operating location.

Donated Property

Special disposition procedures may be required for donated property when an IRS tax credit was taken by the donor and the property is disposed of within two years of the donation. Usually in these circumstances IRS Form 8282 will be completed by the Office of the Secretary-Treasurer and forwarded to the Internal Revenue Service. Since all donations to the Research Foundation are made unconditionally, all donated property can be disposed of in any way that the Research Foundation feels is appropriate.

Leased Property

At the termination of a lease, property may be returned to the lessor. There are no tagging or database requirements related to this disposition because leased property that is not purchased is not tagged and is not recorded on the PCS database.

If the leased property is purchased during or at the termination of a leasing period, then this property must be tagged and recorded on the PCS database and final disposition requires the same procedures as any similar purchased property.


The table below lists documents that are related to the disposition of property.


Information Content


Disposition procedures for lost, stolen, and damaged property


Disposition procedures for property at the termination of a project


Disposition procedures for property that becomes obsolete


Disposition procedures for property that was donated



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