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Governor's Office of Crime Prevention and Policy

Property Inventory Report Form (PIRF)

Subrecipients must submit a Property Inventory Report Form (PIRF) for equipment purchased under an approved subaward when the equipment costs $10,000 or more per unit.

The PIRF is included in the Project Director's award package.

Reporting Requirements

  • Information reported on the PIRF must match the project's actual expenditures.
  • Accessories or components do not need to be listed separately unless they appear as separate line items on the approved Budget Notice.
  • If an item appears on the Budget Notice but does not have a serial number, note this on the PIRF.
  • Do not submit the PIRF until all equipment that meets the reporting requirement has been purchased.
  • BPVP subrecipients should follow the PIRF requirements included in their program-specific Special Conditions.

Purchasing Equipment Not in the Approved Budget

You must receive approval before purchasing equipment that is not included in your current approved budget.

To request approval:

  1. Submit a completed Grant Adjustment Notice (GAN).
  2. Explain and justify the requested equipment purchase.
  3. Wait until you receive an approved, signed GAN before purchasing the equipment.

Information Required for Each Item

For each equipment item costing $10,000 or more per unit, include:

  • Description of the property
  • Vendor name and purchase order number
  • Serial number
  • Internal inventory number, if applicable
  • Purchase date
  • Quantity
  • Unit price
  • Total cost (quantity × unit price)
  • Percentage paid with federal funds
  • Condition, such as new, used, or reconditioned
  • Location and use or disposition of the equipment
  • Project Director's signature

Submit the PIRF

Upload the completed Property Inventory Report Form to the Grants Management System (GMS) for review and approval.

Use the Approved Equipment Description

Use the same equipment description that appears in your approved grant award budget when completing the Property Inventory Report Form (PIRF).

If the equipment differs from the approved budget, provide an explanation for any changes to:

  • Model or version number
  • Quantity

Clearly describe and justify each change when submitting the PIRF.

Documents