PI Transfers

When a Principal Investigator (PI) transfers to or from UCSB, the transfer of equipment must follow UC policy as outlined in BFB-BUS-38: Disposition of Excess Property and Transfer of University-Owned Property. Below are best practices for managing PI equipment transfers:

• Classify PI equipment transfers as either a disposal or an acquisition, depending on whether the PI is leaving or joining UCSB.
• University-owned property remains the property of The Regents and may not be transferred without proper review and written authorization.
• Department chairs alone cannot authorize equipment transfers; all transfers must be reviewed and documented by Equipment Management and if a disposal the Surplus Sales Administrator.
• A formal sales or transfer agreement must be prepared by Equipment Management prior to the removal or acceptance of any equipment.
• When a PI is planning to leave UCSB, the department should:
  1. Consider selling the equipment to the new institution at fair market value whenever appropriate.
  2. Request a list of all equipment/property the PI is requesting to transfer.
  3. Contact Equipment Management via ServiceNow as soon as the PI informs you of the planned separation from the university.
• When a PI transfers to or from another UC campus:
  1. The transaction is typically coordinated between UC equipment management offices.
  2. Submit an EIMR (Equipment Inventory Modification Request) to initiate the process.
  3. UCSB may consider recovering value through sale, even in UC-to-UC transfers, if justified by funding source or equipment condition.
• When a PI joins UCSB from a non-UC institution:
  1. Contact the Equipment Management office immediately if UCSB will pay for the equipment, as a Purchase Order will be required.
  2. If UCSB will not pay, a no-cost written agreement between the two institutions is required to document ownership.
• For questions or to initiate a transfer, contact John Pavia at john.pavia@bfs.ucsb.edu or submit a ServiceNow support request.