603.6 - University of North Carolina at Chapel Hill Procedure on Transfer of Equipment to Other Institutions

Procedure

University equipment can be acquired through a variety of funding sources. As such, approval channels for transfer of equipment to other institutions will vary. The approval process requires approximately sixty days lead time to complete.

Transfers to UNC Hospitals, UNC System Office, WUNC-TV, and Student Activities are handled in the same manner as transfers to other institutions.

Exceptions

None

Forms and Instructions

Prepare a letter approved by your department head or chair, addressed to Director of Logistics, Asset Management, describing the reason for transfer and including the following information:

  • Description of equipment including the manufacturer's name, model, and serial number
  • UNC-Chapel Hill decal number
  • Source of funds used to acquire the equipment
  • Acquisition date
  • Reimbursement amount requested from receiving institution
  • Contact information for the receiving institution

Unless special arrangements are made with the sponsoring agency, all shipping costs are the responsibility of the receiving institution.

General purpose equipment or supplies, such as copiers and office calculators, desks and chairs are not usually transferred. If the department can no longer use this type of equipment, it should be sent to University Surplus for disposal or recycling. See University of North Carolina at Chapel Hill Finance Procedure 604.1 - Procedure on Disposing of University-Owned Surplus Property. Computer equipment transfer requests require approval from ITS Security. Equipment transferred out of the country requires approval from Environmental Health and Safety. See the "Transporting Research Materials" page on the EHS website for additional guidance .

Additional documentation required depends on how the equipment was originally funded.

State-owned equipment requires the following steps:

  1. Asset Management will verify the details of the above request and forward to State Surplus in Raleigh for approval.
  2. Reimbursement will normally be required from the receiving institution. Asset Management will notify the requestor of the final decision with further instructions. Equipment will not be released until reimbursement is received.
    • Additional documentation for equipment still owned and controlled by an active grant requires the following step:
  3. Approval from Office of Sponsored Research and the granting agency providing original funding. Asset Management will contact Office of Sponsored Research on your behalf and notify you if additional documentation is required.

Approval from State Surplus is not necessary. Asset Management will notify the requestor of the final decision with further instructions.

If a dean or department head feels the proposed transfer of grant-funded property would seriously hinder other research or training, the dean or department head may submit in writing the justification for that position to Office of Sponsored Research for consideration.

At the end of the approval process for all equipment transfers, a completed Finance Form 603.5.1f - Capital Equipment Relocation Form is required to be submitted to Asset Management with the decal or bar code attached. Approval signatures and transfer approval correspondence must be submitted with the form. Asset Management will update the department asset inventories upon receipt of this documentation.

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 17, 2009
  • December 14, 2007
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Details

Article ID: 131678
Created
Thu 4/8/21 9:14 PM
Modified
Wed 6/16/21 12:00 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.
07/17/2009 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.
07/17/2009 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
07/17/2009 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