Transfer Equipment Between UW Departments

Included on this page:

• Definition
• Process Overview
• Procedure
• Forms Required
• Regulations
• Contacts

Definition:

Process Overview

1. The custodial department ("the department" that wants to get rid of the equipment) initiates request for disposals/surplus of all property (equipment and materials) by submitting a Property Activity Form, UoW 1024, to the Equipment Inventory Office (EIO) using the established University of Washington disposal methods for transfer between UW departments.
   Note: If the property is federally owned or funded by current awards, the department must request written permission from the sponsor prior to any surplus, movement, transfer or disposition and then submit the permission along with the 1024 form. (Call the Equipment Inventory Office if you would like help obtaining written permission from the sponsor.)

2. The department arranges for the physical disposition of the asset.

3. EIO verifies that the Property Activity Request form, UoW 1024, is complete and returns forms that are missing the necessary infomation and signatures to the department for completion. For example, they return forms with
   • illegible tag number/s
   • unauthorized signature/s
   • identical 'Contact Person' and 'Approved by' (The person completing the form should not be the same person approving the disposal.)
   • no reason for disposal indicated

4. EIO processes the completed form, removing the equipment from the department's inventory.

5. The department and EIO each maintain their copy of the 1024 form for six (6) years.

6. EIO prepares annual deletion reports and submits a copy for review to the departmental Head.

Procedure

1. If the equipment is federally owned or funded on current awards you must
   1. Get written approval from the sponsor before you can surplus, move, transfer, or dispose of it. This disposition documentation must be complete and contain
      • the agency's written authorization,
      • appropriate disposal action, which could:
        • relieve the University of further federal accountability by giving the title to the University at which point it falls under state policies and procedures
        • request the University to return the equipment to the agency
        • request that the University sell the equipment and return the proceeds to the agency less $500 or 10% of the proceeds, whichever is less, for selling and handling expenses
        • transfer the equipment usage to another award by the same sponsoring agency (e.g., NIH to NIH, NASA to NASA) and leave the title with the federal government
      • date of disposal
   2. Send the written approval to the Equipment Inventory Office (EIO) who records the transaction (posts to record.)
2. Negotiate with the other department about the price of the item. (Departments can give or sell equipment to other University departments.)
   • If you decide to sell instead of give, submit a Journal Voucher (UW 34-103) to reassign funding for the negotiated amount. Submit as follows:
     • If the equipment was bought on a state budget, send the journal voucher request to Accounts Payable, Box 351120.
     • If the equipment was bought on a grant/contract budget, send the journal voucher request to Grant and Contract Accounting, Box 351122. Note: You may not use federal funds to purchase items that were originally bought with federal funds. (To do so, would be billing the government twice for the same item.)
3. Complete and submit a Property Activity Request Form, UoW 1024, printed from this website or ordered through Stores at stock number 1035-024. (You need Adobe Acrobat to print the Web form.)

   Behold! a sample 1024 correctly filled out for transfer between UW departments.

   • Complete the top section. Enter:
     • date requested— the date you fill out the form
     • contact person— person who can answer questions about the disposal (must not be the same person approving the disposal)
     • campus phone number
     • department name
     • box number— (35----)
     • location— of equipment if you need pickup
     • inventory tag number/s— (enter "N/A" if not applicable)
     • description of each item
     • serial number— if there is one (available in OASIS if you are not sure)
     • acquisition funding — was it funded by state or federal funds?
     • original equipment cost— (available in OASIS)
   • Check box A, Transferring usable property between departments, budgets and/or to another location. Complete the section by entering:
     • Name of new custodian, receiving department name and mailing address
     • Accountable budget number--the receiving department's budget number (used only to transfer accountability--no charge to the budget)
     • Contact person--name of person receiving item who is able to answer questions
     • Phone--contact person's phone number
     • Transport required-- check 'yes' or 'no'
   • Obtain a signature from either your department's Dean, Chair, Head, Administrator or Director.
   • Distribute copies of your filled-out Property Activity Forms, UoW 1024, according to the following:
     • white — Equipment Inventory, Box 354615
       
     • canary (yellow) — Surplus Property, Box 355210
       
     • pink — your departmental records
       
     (If you printed the form from the Web, it is okay to use white copies for everything. Please send the original to EIO.)
4. Negotiate moving the property with the new owner department. (Transporation Services can help if the equipment is large.)
5. Relocate the property according to your agreement with the new department.

Forms Required:

1. Property Activity Request Form, UoW 1024, printed from this website or ordered through Stores at stock number 1035-024. (You need Adobe Acrobat to print the Web form.) See Instructions for Completing the Property Activity Request Form 1024 for a linked, labeled picture of the form.
2. Journal Voucher Request, UW 34-103

Regulations

State Regulations:

RCW 43.19.1919 Surplus personal property Sale, exchange Exceptions and limitations.

Federal Regulations:

Disposition is accomplished in compliance with the Federal Acquisition Regulation, 45.6, and other specific contract provision.

For example: If the equipment is federally owned or funded on current awards you must

1. Get written approval from the sponsor before you can surplus, move, transfer, or dispose of it. This disposition documentation must be complete and contain
   • the agency's written authorization,
   • appropriate disposal action, which could:
     • relieve the University of further federal accountability by giving the title to the University at which point it falls under state policies and procedures
     • request the University to return the equipment to the agency
     • request that the University sell the equipment and return the proceeds to the agency less $500 or 10% of the proceeds, whichever is less, for selling and handling expenses
     • transfer the equipment usage to another award by the same sponsoring agency (e.g., NIH to NIH, NASA to NASA) and leave the title with the federal government
   • date of disposal
2. Send the written approval to the Equipment Inventory Office (EIO) who records the transaction (posts to record.)

Contacts

Equipment Inventory Office
eio@u.washington.edu
Modified: December 22, 2005