Equipment Disposals – Internal Transfer (Between University Departments)
Included on this page:
Definition
Internal Transfer - Transfer equipment from your department to another within the University and remove it from your department's records. (You may give or sell it to the other department).Procedure
Department:- Identifies items for transfer between UW departments.
- If the equipment is federally owned or funded on current awards,
- Gets written approval from the sponsor before the item can be surplussed, moved, transferred, or disposed of. This documentation must be complete and contain:
- 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 the University sell the equipment and return the proceeds to the agency less $5000 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.
- Sends written approval to Equipment Inventory so that the transaction can be recorded.
- Negotiates with the other department about the price of the item, if any.
- If you decide to sell instead of give, submit a Journal Voucher to reassign funding for the negotiated amount. Submit as follows:
- If the equipment was purchased on a state budget, send the Journal Voucher request to Banking and Accounting Operations.
- If the equipment was purchased on a grant or contract budget, send the Journal Voucher request to Grant and Contract Accounting.
- Note: You may not use federal funds to purchase items that were originally bought with federal funds. This would be billing the government twice for the same item.
- Initiates request for transfer by submitting a Property Activity Request - Form 1024 to Equipment Inventory.
- Check Box A. 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 - the person who is receiving the item and is able to answer questions
- Campus Phone Number - Contact Person
- Transportation Requires - check "Yes" or "No"
- Obtains a signature from either department's Dean, Chair, Head, Administrator, or Director.
- Distributes copies of completed Property Activity Request - Form 1024.
- Negotiates moving the property with the new owner department. Transportation Services can help if the equipment is large.
- Relocates the property according to agreement with new department.
- Maintains copy of Property Activity Request - Form 1024 for 6 years.
- Verifies that the Property Activity Request - Form 1024 is complete. If any information is missing, returns the form to the department for completion. Common information missing includes:
- Illegible tag number(s)
- Unauthorized signature(s)
- Identical "Contact Person" and "Approved by" - these cannot be the same
- No reason for disposal indicated
- Process the completed form and removes the equipment from the department's inventory.
- Maintains copy of Property Activity Request - Form 1024 for 6 years.
- Prepares annual deletion reports and sends to departmental Head for review.
Forms Required
Frequently Asked Questions
For frequently asked questions related to this topic, please visit our FAQ page.
Regulations
State Administrative and Accounting Manual (SAAM), Chapter 30: Capital Assets
University of Washington Administrative Policy Statements:
Federal Regulations:
Contacts
State/University Titled
Equipment: 206-543-4663 or eio@u.washington.edu
Federally Titled
Equipment:
206-543-4640 or 206-616-4046
