Asset Management & Surplus Property Section (ASM)
POLICY 6
Effective Date: 07/01/2002
Last Modified Date: 07/25/2005
Personal Use
It is University policy that personal use of State- or University-owned or leased equipment, supplies, or materials is prohibited except as provided by ACT Policy 26. All equipment, supplies, or materials, however acquired by the State or the University, are considered to be State or University owned. Questions regarding this policy should be addressed to the Director of Asset Management.
On-Campus Movement
When it is necessary to remove State- or University-owned equipment from the assigned department in order to conduct official University business or University extension services elsewhere (no exceptions), obtain permission from the department head. Equipment will be considered "on campus" when located in any facility owned, rented, or leased by the State or University and/or when in the possession of a faculty or staff member traveling on official University business. Users of equipment under these conditions should protect such equipment in their possession as though it were their personal property. The department is required to maintain an equipment location record (file) of equipment not in its assigned location, even if it's been moved to an adjoining room. Equipment location records should be kept current in case an audit is required.
Many departments are being relocated due to construction or renovation of their headquarters. If the temporary move is expected to be in effect for three months or more, the department must notify Asset Management of the changed location of all decaled equipment. To simplify the process, ask Asset Management for a printout of all equipment assigned to the department. Then just write the new location beside each item on the printout. In this instance, there is no need for a separate E/S-102 form for each item.
Off-Campus Use
Off-campus use is defined as any location not described under "On-Campus Movement," above, such as a person's residence, private shop, private lab, or private office.
When off-campus use of State- or University-owned equipment is necessary in order to conduct official University business (no exceptions), the removal may be authorized provided the following procedures are in place.
- Submit to the Director of Asset Management a letter requesting and justifying the off-campus use, along with a completed Off-Campus Use Agreement, Form P-115. Both documents require the signature of the user and the department head. If the user is the department head, the individual at the next higher level of authority must sign in the department head's place. The process will be expedited if the justification letter and off-campus use agreement are sent together. Form P-115 must not be altered.
NOTE: Form P-115 is considered a legal and binding document; therefore, no signature other than that of the designated equipment holder will be accepted. The person's signature indicates responsibility for the equipment in question and agreement to the terms stated.
- The Director of Asset Management will review Form P-115, sign it if all conditions have been met, and return it to the department, thereby allowing the equipment described on the form to be moved.
- Permission must be renewed every year.
NOTE: Off-campus restrictions apply to all equipment, supplies, etc., regardless of cost; however, approval from Asset Management is required only for those items costing $5,000 or more. Departments may use the P-115 for less expensive items, but retain the form in departmental files rather than submitting it to Asset Management.
Equipment Return
When equipment is returned from an off-campus location, submit to Asset Management an E/S-102 form reporting the return and new location of the equipment. The University reserves the right to request the return of equipment at any time.
Transfer of Equipment to Other Universities
Equipment purchased with funds administered by UNC-Chapel Hill may not be moved to another institution, even to continue the same research project, without advance approval and notification. See ASM Procedure 6, Transfer of Equipment to Other Institutions, for details on how to proceed with a transfer.
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