Asset Management & Surplus Property Section (ASM)
PROCEDURE 6
Effective Date: 07/01/2002
Last Modified Date: 08/22/2003
Taking State or Federal Property
Equipment that has been purchased with University-administered State or trust funds belongs to the State of North Carolina. Equipment bought with Federal grants becomes State property when title passes to the University. A University employee, upon leaving the University, may not take State- or Federally owned equipment to a new place of employment without obtaining advance approvals.
Procedure Description
Please note both the general procedures and the specific steps required for State- or Federally owned items, below.
Note: Transfers to the Hospital, General Administration, WUNC-TV, and Student Activities are handled in the same manner as transfers to other institutions.
Procedure Steps
General
- Lead time: When a transfer of property outside UNC–Chapel Hill is contemplated, the associated request should be initiated as soon as possible, but at least 60 days before the planned transfer or shipment date of the equipment. (A request for transfer of equipment between units on the UNC–Chapel Hill campus should be initiated within 30 days before the planned transfer or shipping date.)
- All transfer requests must contain a description of the contemplated equipment transfer (transferring and receiving departments/agencies), and the following specific information:
- Description of the equipment, including the manufacturer's name, model, and serial number
- UNC–Chapel Hill capitalized asset (bar code or decal) number
- Source of funds used to acquire the property
- Acquisition date
- Reimbursement amount being requested
- General-purpose equipment or supplies, such as desks, chairs, tables, file cabinets, office-type calculators, typewriters, lamps, bookcases, reproduction equipment, and similar items will generally not be transferred. See ASM Procedure 3 for instructions on sending these items to surplus.
- Unless special arrangements are made with the sponsoring agency, all shipping costs are to be borne by the receiving institution. Copies of shipping documents are to be forwarded to the appropriate equipment control section at the receiving institution.
- All transfers of equipment, either State or Federal, must be coordinated with the Asset Management Department of UNC–Chapel Hill. An E/S-102 form, Notice of Disposal or Change in Location, with the decal or bar code affixed to it, and a copy of the signed transfer approval must be submitted to Asset Management for each controlled item being transferred.
- Lists of equipment approved for transfer, identifying those items that were purchased with Federal funds, will be forwarded by Asset Management to the receiving institutions for their control purposes.
Transferring State-Owned Equipment
State-owned equipment cannot be transferred outside UNC–Chapel Hill without prior approval. To prevent delays, follow the procedures below for all requests and submit them only through Asset Management. Reimbursement will normally be required from the receiving institution or organization.
- Submit a detailed letter of justification (including the name and address of the receiving institution) to the Director of Asset Management. This letter must be supported by approvals from the department head and the dean.
- After verifying the information provided, the Director of Asset Management will forward the request to the Office of State Purchase and Contracts (Surplus Division) in Raleigh.
- The Director of Asset Management will notify the requestor, in writing, of the final decision with further instructions.
Equipment Originally Purchased with Federal Funds
In addition to the foregoing approvals for transfers outside UNC–Chapel Hill, the Office of State Purchase and Contracts also requires a request for approval from the Federal agency that originally provided funds for the equipment involved and that is continuing sponsorship of the research project at the receiving institution. The agency request should be addressed to the Director of Asset Management, and must attest to the relevancy and necessity of the equipment transfer for continuing research. (See CON Policy 6, Equipment Management.)
Transferring Federally Owned Equipment
- Equipment still owned and controlled by a Federal agency may be transferred with the concurrence of the appropriate department head, the dean, the Office of Sponsored Research, and the Federal agency. Approval is not required from the Office of State Purchase and Contracts.
- Should a department head or dean feel the proposed transfer of Federal property would seriously hinder other ongoing Federal research or training efforts, s/he should justify the nonconcurrence in writing and transmit it through the Office of Sponsored Research to the Federal agency for consideration.
- The Office of Sponsored Research will determine the status of the equipment in all proposed transfers of Federally purchased property. (See CON Policy 6, Equipment Management.)
Additional Information
See also:
ASM Policy 1, Equipment Inventory
CON Policy 6, Equipment Management
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