Habeo
Sign inSign upBook a demo

HabeoFeaturesGrant property

Feature · Uniform Guidance · updated May 19, 2026

§200.313 compliance, native to the ledger.

Federal property tagging at acquisition. Biennial inventory on schedule. Disposition gated by grant-manager approval. Habeo doesn't treat federally-funded equipment like a spreadsheet line item. The controls Uniform Guidance demands are part of the asset itself.

Book a demo See the §200.313 mapping
§200.313
Uniform Guidance — implemented
9
Federal agencies recognized
Bi-annual
Inventory scheduling
$5k
Fair-market disposition threshold
Why grant property belongs in ITAM

Two ways to track federal property.

Spreadsheet compliance

A separate workbook the grants office maintains by hand.

Federal property lives in a spreadsheet the sponsored-projects office updates quarterly. IT doesn't know which laptops are federally funded. Disposition slips through because nobody linked the asset to the award.

Habeo grant property

Federal property is a flag on the asset itself.

The award number, percent federal participation, and §200.313 disposition rules live on the row. Reports, the Copilot, and the biennial inventory all read from the same source. There is no second spreadsheet.

§200.313 obligations · Habeo controls

Every Uniform Guidance clause, mapped to a Habeo control.

We bring this table to the procurement review. Auditors get one place to verify that §200.313 obligations are implemented, not just acknowledged.

CitationRequirementHabeo control
§200.313(d)(1)Property records — description, identification number, source of funding, acquisition date, cost, percent of federal participation, location, use, condition, ultimate disposition.Captured on the asset row at acquisition. Federal-property fields are first-class columns; nothing lives in a side spreadsheet.
§200.313(d)(2)Physical inventory of property must be taken and the results reconciled with property records at least every two years.Biennial inventory scheduler with mobile-tag workflow. Outputs a signed §200.313(d)(2) inventory record per award per cycle.
§200.313(d)(3)Control system to ensure adequate safeguards to prevent loss, damage, or theft of the property. Any loss, damage, or theft must be investigated.Status transitions to lost/damaged/stolen fire an automatic incident workflow with notification to the grants office and required investigation record.
§200.313(d)(4)Adequate maintenance procedures must be developed to keep the property in good condition.Maintenance plan template per capital class; service records bind to the asset and surface on the biennial inventory.
§200.313(d)(5)If authorized or required to sell the property, proper sales procedures must be established to ensure the highest possible return.Disposition workflow integrates with the surplus-disposition feature and PunchOut-resellable inventory; proceeds-tracking on the audit log.
§200.313(e)Equipment over $5,000 fair market value with no further need: must request disposition instructions from the federal awarding agency.Habeo Copilot refuses to propose retire/transfer on federally-funded equipment without an explicit grant-manager approval. $5k threshold enforced server-side.
Biennial inventory · NSF DMR-2304128

§200.313(d)(2) physical inventory, walked tag by tag.

Disposition · §200.313(e)

Disposition gated by approval, not by intention.

Equipment over the $5,000 fair-market-value threshold can't be retired, sold, or transferred without the federal awarding agency's disposition instructions. The Habeo Copilot refuses; the workflow waits.

1. Trigger.

A retire, transfer, or surplus request fires on a federally-funded asset. Could be an asset manager in /assets, the Copilot in Slack, or a JML event from Workday.

2. Threshold check.

Habeo checks the asset's current fair market value against the §200.313(e) $5,000 floor. Below threshold → standard surplus workflow. At or above → federal disposition workflow.

3. Grant-manager approval.

The grants office is paged. They review purpose, project completion status, and whether the property is still needed. Approval (or denial) is signed into the audit log.

4. Agency instructions.

If approval includes "request disposition instructions," Habeo opens a workflow record naming the federal awarding agency. Asset stays held until instructions arrive.

5. Final disposition.

On instructions received, the asset transitions through the approved disposition (sale, transfer to another federal project, scrap with proceeds tracking). The audit log captures the agency instruction reference.

6. Reporting.

The disposition appears in the next §200.313(d)(1) property-record export with "ultimate disposition" populated and the chain of approvals attached.

For your sponsored projects office

Controls your federal audit will sign off on.

Audit packet on demand.

Federal property record, biennial inventory, disposition log, and chain-of-approvals — one click, one PDF. The packet your external auditor asks for first.

Immutable provenance.

Every property record entry preserves the procurement record, award number, and percent federal participation. Auditors can trace every federally-funded dollar back to its origin.

Bound to depreciation.

Federal-share percent flows into the GASB roll-forward. The depreciation report cleanly separates federally-funded basis from institutional basis.

Copilot refuses unsafe writes.

The Habeo Copilot will not "propose retire" or "propose transfer" on federally-funded equipment over the $5k threshold without the disposition workflow firing first. Hard-coded, not a configurable suggestion.

Cost-share + program-income aware.

Cost-share contributions tagged on acquisition; program-income-funded assets inherit §200.307 controls. Reports filter both correctly.

Grants-officer RBAC.

Federal-property edits, disposition approvals, and inventory sign-offs are gated behind a dedicated grants_officer role distinct from IT.

Frequently asked

Grant property, answered.

The questions sponsored-projects offices ask before signing a multi-year contract. Answered briefly, with the Uniform Guidance citation where it applies.

What exactly does §200.313 require?
2 CFR §200.313 sets the federal property management rules for non-federal entities receiving federal awards. The headline obligations: maintain property records (description, identification number, funding source, acquisition date, cost, percent of federal participation, location, use, condition, ultimate disposition); physically inventory every two years (biennial); enforce a control system to prevent loss/damage/theft; develop disposition procedures and obtain disposition instructions for property over $5,000 fair market value when no longer needed for the original project.
Which awards does Habeo recognize?
Federal awards from NSF, NIH, DOE Office of Science, DOD (including DARPA), USDA NIFA, NASA, DOE/NETL, NEH, and IES are flagged at PunchOut acquisition. The OPAID / award number is captured at procurement; you can also bind an award to an existing asset via the Habeo Copilot — "this microscope is funded by NSF DMR-2304128" — with a grant-manager confirmation step.
How does biennial inventory work?
Habeo schedules a biennial inventory window per award (or per fiscal cycle, per institution preference). The inventory app on /grants/<id>/inventory walks the asset manager through each federally-funded asset: scan the tag, confirm condition, confirm location, photograph if required by the award. The output is a signed inventory record meeting the §200.313(d)(2) physical-inventory requirement, with the audit trail preserved.
What happens at disposition?
Disposition is gated by grant-manager approval. The Habeo Copilot will refuse to "propose retire" or "propose transfer" a federally-funded asset without that approval flow firing. For property over the $5,000 fair-market-value threshold, the workflow requires disposition instructions from the federal awarding agency before the asset can be marked disposed.
Can we generate the federal-property inventory report on demand?
Yes. /reports/federal-property produces the §200.313(d)(1) property record export in CSV or a print-ready PDF: every federally-funded asset with description, identification number, funding source, percent of federal participation, acquisition date, cost, location, use, condition, and current disposition status. Filter by award, fiscal year, or college unit.
What about cost-share and program-income assets?
Both are supported. Cost-share contributions are tagged on the acquisition record with the percentage allocation; program-income-funded acquisitions inherit the §200.307 controls. The Copilot is aware of both — "show every asset where cost share exceeds 25%" returns the correct result.
Bring your grants office

Bring an active NSF or NIH award.

On the demo call we'll wire a sample award into Habeo and walk the §200.313 controls end to end — acquisition, biennial inventory, disposition. 30 minutes, founder-led, no SDR triage.

Book a demo Depreciation & GASB