Research Core Equipment Loan Program: Resources
On this Page
- Loan Program Resources
- Frequently Asked Questions
Loan Program Resources
Capital Equipment
- Capital Equipment Policy (UW-3008): https://policy.wisc.edu/library/UW-3008
- Upgrades to Existing Capital Equipment Procedure (3008.5): https://businessservices.wisc.edu/documents/3008-5-upgrades-to-existing-capital-equipment-procedure/
- UW Property Control Capital Equipment Resources: https://businessservices.wisc.edu/accounting/capital-equipment/
Financial Projections
- Cash Flow Worksheet: https://aoa.wisc.edu/wp-content/uploads/sites/78/2019/09/RPAQ_Cash_Flow_Worksheet_v3.xlsx
Purchasing
- UW Purchasing Services: https://businessservices.wisc.edu/purchasing/
Rate Calculations
- Rate Calculation Templates: https://aoa.wisc.edu/minor-auxiliaries-definition/templates-forms/
- Revenue Producing Activities Guidelines: https://aoa.wisc.edu/minor-auxiliaries-definition/guidelines-for-revenue-producing-activities/
- Revenue Producing Activities Policy (UW-3030): https://policy.wisc.edu/library/UW-3030
Reporting
Frequently Asked Questions
Is interest charged on loans?
No.
Do I have to use the rate calculation and financial templates identified above?
No. The templates above are only a starting point and may need to be modified to adequately meet the proposal guidelines. Any format may be used if it meets the requirements outlined in the proposal guidelines. Contact us if you would like a preliminary review of your financial formatting. We plan to develop more robust templates that fully meet the proposal guidelines.
Are loans available for software?
Loans for software are complicated by the fact that software is not depreciable. Submit a Notice of Intent via the instructions above and allow additional time to review the proposed purchase.
Why are loans not available for supplies and other expenses to support the equipment?
The ability to offer loans and loan amortization schedules are based on depreciating the purchase prices of the equipment. This model requires that a core facility be financially stable enough to cover equipment operating costs.
When will I receive an answer regarding my proposal?
Allow 5–10 days for a response to a Notice of Intent and 4–6 weeks for review of a full loan proposal. Because this program is in its early stages, these timelines are only estimates. We may adjust these timelines as more data become available.
How long will the loan period be?
Loan periods will be determined based on the useful life for the proposed equipment. We anticipate many requests for laboratory equipment with an 8-year usable life, but we must receive a Notice of Intent before confirming the loan period and repayment schedule to be used in your application.
Can I count the trade-in value of my existing equipment or any discounts I secure as match?
No. The 10% match requirement is based on the purchase price of the equipment, after any trade-ins or discounts.
My facility has a loan in repayment. Can I request a loan for another piece of equipment?
If your core is current on all repayment and reporting requirements, you may request another loan. Preference, in terms of proposal review schedule and available funding, will be given to cores without an existing loan.
Can the equipment be housed off campus?
Equipment may be housed in a core facility off campus if it is accessible to campus researchers, staffed by UW–Madison employees, and in a space covered by UW insurance, such as leased property at University Research Park.
Can I submit a loan proposal to serve as insurance to a grant application?
Yes. If the grant application is complete, attach it as an appendix to your full loan proposal. If the grant application meets some of the loan proposal requirements, you may refer to the grant application in relevant sections of the loan proposal rather than recreating the text. If the loan proposal is approved, the loan will not be activated unless and until the grant application is declined.
Can I use a recently declined grant application to meet loan proposal requirements?
Attach the grant application and reviewer feedback to the loan proposal. If the grant application meets some of the loan proposal requirements and the content is still valid, you may refer to the grant application in relevant sections of the loan proposal rather than recreating the text. Address reviewer feedback in the Justification section of your loan proposal.
Can I repay the loan with grant or gift funding?
No. Only fee-for-service (fund 136) revenue may be used to repay the loan. Any other funding source could not be loaned again, and program funds would be depleted. The program is not intended to be a short-term funding source, but a loan application may be submitted as insurance for a grant proposal.