2 CFR 200.313 equipment records: the fields, the two-year count, and a free template.
If your organization buys equipment with federal grant money, 2 CFR 200.313 says what each property record must hold and how often you count. Here is what it asks for, a free CSV template with every field, and how InventoryQuick can keep the records.
What counts as equipment
Under 2 CFR 200.1, equipment is tangible personal property, including information technology systems, that lasts more than a year and costs, per unit, at least the lower of two amounts: your organization's capitalization level or $10,000.
- Older awards: awards made before October 2024 may still use the earlier $5,000 figure.
- Stricter terms: your award, or the state agency that passes the money to you, can set a lower amount or ask you to track supplies and sensitive items as well.
- Your award decides: read its terms and conditions before you set up your list.
The fields every property record needs
2 CFR 200.313(d)(1) lists what each record must include. Keep it current: update the record whenever an item moves, changes condition or is disposed of.
| Field | What to record | Example |
|---|---|---|
| Description | What the item is | Interactive classroom display, 75 in |
| Serial number or other ID | The serial number, or your own tag number | EXAMPLE-SN-0001 |
| Funding source | The grant program that paid for it | The federal program named in your award |
| Federal award number (FAIN) | The award the purchase was charged to | As printed on your award |
| Title holder | Who owns it | Your organization |
| Acquisition date | When you received it | 2025-03-14 |
| Cost | What it cost per unit | 10,450.00 |
| Federal share | The federal percentage of the original purchase | 100% |
| Location | Where it is now | Room 112 |
| Use | What it is used for | Classroom instruction |
| Condition | Its condition when last checked | Good |
| Disposal date and sale price | When it left, and what it sold for | Blank until it is disposed of |
The two-year count
2 CFR 200.313(d)(2) asks for a physical inventory at least once every two years, with the results reconciled with your property records. A count that works:
- Start from the list: every record, with its location.
- Walk each location: find each item and confirm it against its record.
- Update what changed: a new location, a new condition, an item disposed of.
- Reconcile: every record found, and every item you found has a record.
- Follow up on anything missing: 200.313(d)(3) asks you to investigate loss, damage or theft, and to tell the federal agency or pass-through entity when it affects the program.
Write down when the count happened and who did it, so the next one starts from a known date.
The free template
A CSV file with a column for each field above, plus Asset Tag (your own tag number, if you use one) and Quantity, and three example rows: two items in use and one sold. It opens in Excel, Google Sheets or Numbers. No sign-up.
Download the 2 CFR 200.313 equipment record template (CSV)
The example rows are made up. Replace them with your own items.
Keeping the records in InventoryQuick
- One item per piece of equipment: description, cost and location in their own fields.
- The other fields as attributes: serial number, funding source, FAIN, title holder, dates, federal share, use and condition, each a name and a value on the item, set on the web.
- Labels and scanning: print barcode labels for many items at once, and scan an item with your phone to open its record during the count. Scanning is on every plan.
- Who has it: check equipment out to a person with a due-back date (Pro and up).
- History: moves, check-outs and returns are recorded on the item.
- Export: the CSV export includes every attribute, each in its own column, with the item's barcode.
Not available yet:
- Importing this template with every column kept as an attribute.
- A count mode that ticks off each item and lists what was not found. Today you count against the list and update each item.
What it does not do: it does not calculate depreciation and it does not file federal property reports.
No software can promise an audit result. The rule says what to record and how often to count; your auditor and your award terms decide what is enough.
What it costs
Flat monthly plans from $19/mo, with no per-user fees. Check-out is on Pro ($49/mo) and up.
Trial: every plan starts with a 7-day free trial, and you won't be charged for 7 days. On the web you pick a plan and enter a card.
Frequently asked questions
What records does 2 CFR 200.313 require for equipment?
Each property record must include a description, a serial number or other identification number, the source of funding including the federal award number (FAIN), who holds title, the acquisition date, the cost, the federal share of the original purchase, the location, use and condition, and any disposal data, including the date and sale price. The record is updated when the item changes status.
How often does equipment have to be counted?
At least once every two years. 2 CFR 200.313(d)(2) asks for a physical inventory whose results are reconciled with the property records. Your award, or the agency that passes the money to you, can ask for a count more often.
What counts as equipment under the rule?
Under 2 CFR 200.1, tangible personal property, including information technology systems, with a useful life of more than one year and a per-unit cost at or above the lower of your capitalization level or $10,000. Awards made before October 2024 may still use the earlier $5,000 figure, and your award terms can set a lower one, so check yours.
Is the template free?
Yes. It is a CSV file with a column for each field the rule lists, plus three example rows. It opens in Excel, Google Sheets or Numbers, with no sign-up.
Can InventoryQuick hold these records?
Yes. Each piece of equipment is an item, with its description, cost and location in their own fields and the other fields as attributes on the item, which you set on the web. You can print barcode labels and scan items with your phone during the count, and the CSV export includes each attribute as its own column. Importing the template with every column kept is not available yet.
Will an auditor accept records kept this way?
That is for your auditor and your award terms to decide. The rule says what the records must contain and how often to count; it does not name a tool. Software can hold the records and help with the count. It cannot promise an audit result.