Ensuring 2 CFR Part 200 Compliance: How RFID Streamlines Equipment Tracking in Federal R&D Labs

Managing federally funded lab equipment under 2 CFR Part 200 (“Uniform Guidance”) can feel overwhelming. Missed audits, lost instruments, or out-of-date records risk funding, trigger repayments, and damage your reputation. Fortunately, an RFID asset tracking solution from AssetPulse automates every step, without complexity or heavy costs.

Why Equipment Tracking Matters

Federal grants often fund expensive lab machines. Auditors expect you to know exactly what you own, where it is, and how it’s used. If you can’t show clear records, down to serial numbers, purchase dates, funding sources, and usage, your institution could:

• Lose grant money or repay funds
• Face audit findings that slow future awards
• Waste hours chasing paper records

To stay compliant under the Uniform Guidance, you must:

1. Define Equipment
   An asset qualifies if it has a useful life longer than one year and costs over $5,000 per unit (unless your agency specifies a different threshold).
2. Keep Clear Records
   Log serial numbers, costs, funding sources, location, condition, and disposal details.
3. Conduct Biennial Inventories
   Under § 200.313(b), you must “conduct a physical inventory of equipment… at least once every two years,” maintain property records, and ensure adequate safeguards.
4. Maintain & Secure
   Calibrate and repair on schedule; implement IT controls (encryption, role-based access) and physical safeguards to prevent loss or theft.
5. Follow Disposition Rules
   For retirements or sales, obtain agency approval on high-value items and remit any proceeds proportionally.

These steps sound straightforward, but manual methods introduce major challenges.

The Pitfalls of Manual Tracking

• Stale Spreadsheets:Data become obsolete the moment equipment is moved, causing version conflicts and missed updates that lead to inaccuracies.
• Lost Paper Logs: Logs get misplaced, damaged, or incomplete—no alerts for overdue calibration or moves.
• Line-of-Sight Barcodes: Every change forces you to pause work, scan each tag, and sync data later.
• Lengthy Audit Prep: Hunting down files, certificates, and disposal paperwork across cabinets can take weeks.
• Research Interruptions:Biennial inventories disrupt lab workflows and divert scientists from their experiments.

These approaches may hold up at very low volumes, but as soon as you’re tracking dozens or hundreds of assets, manual processes break down.

How RFID Simplifies Compliance

Luckily, modern RFID systems automate every manual step above. Here’s how AssetPulse delivers turnkey compliance:

1. Rapid Audits with Handheld Readers: A Low-Cost, Highly Efficient Solution

• Scan Entire Benches in Seconds: Handheld RFID readers pick up tags without requiring line-of-sight.
• Industrial-Grade Tags: Chemical- and heat-resistant tags adhere to freezers, autoclaves, or delicate instruments without failure.
• AssetPulse Software: Each scan pushes asset details, location, and condition into the asset tracking software, instantly generating audit-ready property records. The rules engine can also be configured to remind you of the biennial audits, so you do them in a timely manner.

By replacing manual counts with batch scanning, you slash inventory time by up to 95% and satisfy § 200.313(b) with barely any lab downtime.

2. Continuous Visibility with Fixed Readers

• Real-time Tracking: Fixed readers at doors and key zones can log every asset as it moves in or out.
• Instant Notifications: Receive alerts for unauthorized moves, calibrationand overdue maintenance.
• Live Map: View a virtual inventory. Know in real time which items are in use, sent for calibration or preventive maintenance.

AssetPulse Capabilities at a Glance

Compliance Step	Manual Pain Point	AssetPulse RFID Solution
Record-Keeping	Spreadsheets go stale	System automatically logs every asset with full details
Biennial Inventory	Weeks of lab downtime	Handheld scans in minutes; fixed readers operate silently. The system provides inventory scan reminders.
Maintenance & Calibration	Missed schedules, lost certificates	Automated alerts and digital service-record archives
Audit Documentation	Hunting files across systems	One-click compliance reports with full audit trail

Every facet of 2 CFR Part 200, from funding source tracking to disposal records, can be managed automatically. Set it up once, and the system takes care of everything else.

Getting Started Is Easy

1. Tag Your Equipment: Choose RFID tags that can withstand chemicals, sterilization, and extreme temperatures.
2. Select Your Readers: Begin with handheld units for periodic audits; add fixed readers for 24/7 coverage.
3. Configure the Software: You can integrate AssetPulse with your lab management or finance systems. Set schedules, alert rules, and report formats based on your requirements.
4. Train Your Team: On-site training ensures every technician and researcher knows how to tag, scan, and interpret alerts.

With minimal setup, you go from paper logs to automated compliance, freeing staff to focus on science, not spreadsheets.

Ready to Simplify Compliance?

AssetPulse can transform your equipment tracking into a seamless, audit-ready process. Protect your funding, eliminate audit stress, and keep your lab focused on breakthroughs instead of bureaucracy.

Contact AssetPulse today to schedule free consultation and see how easy compliance with 2 CFR Part 200 can be.