603.4 - University of North Carolina at Chapel Hill Procedure on Reporting University Equipment Movement On and Off Campus

Procedure

Equipment owned by UNC-CH must remain on campus. On-campus movement of equipment requires departmental authorizations and completion of a Finance Form 603.5.1f - Capital Equipment Relocation Form to Asset Management.

Off-campus movements require departmental letters of justification and completion of a Finance Form 603.4.1f - Off-Campus Use Agreement and Authorization to be sent to Asset Management.

Exceptions

None.

Forms and Instructions

Departments bear the responsibility for the location of their equipment inventory. Departments are to keep records of equipment on campus that is not in its assigned location. Department heads are to be informed and grant approval for the on-campus movement of an asset.

If equipment is moved from its assigned location for a period of three months or longer, a Finance Form 603.5.1f - Capital Equipment Relocation Form is to be sent to Asset Management to record the new on-campus location of the asset. If off-campus usage of equipment is necessary, a Finance Form 603.4.1f - Off-Campus Use Agreement and Authorization together with a letter of justification are required to be sent to Asset Management. Both documents should bear the signature of the user and the user's supervisor.

Copies of all forms are to be retained in the department files. The Finance Form 603.4.1f - Off-Campus Use Agreement and Authorization covers a period of one year. Longer off-campus usage requires annual renewal of the Off-Campus Use Agreement. A renewed letter of justification is not required if the purpose for the off-campus usage is the same. When equipment is returned from off-campus usage, submit a new Finance Form 603.5.1f - Capital Equipment Relocation Form reporting the return and new location of the equipment.

The Off-Campus Use Agreement is also used by departments to document off-campus usage of non-capitalized equipment. These completed forms are kept by the departments. It is not necessary to send Asset Management copies of these forms

Related Requirements

External Regulations and Consequences

None

University Policies, Standards, and Procedures

Contact Information

Primary Contact

  • Director of Procurement Services Operations
    • Phone: 919-962-6267
    • Email: hwangcpa@email.unc.edu

History

Revised:

  • July 13, 2009
  • December 14, 2007
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Details

Article ID: 131676
Created
Thu 4/8/21 9:14 PM
Modified
Mon 7/12/21 3:51 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
07/13/2009 12:00 AM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Director, eProcurement & Materials Mgmt
Last Review
Date on which the most recent document review was completed.
07/13/2009 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
07/13/2009 12:00 AM
Origination
Date on which the original version of this document was first made official.
07/01/2002 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
F&O-Finance