Materials Management

Effective Date: 03/01/2000. Updated 2/29/2008

Policy Statement 63: Transfer of Equipment From Campus


Equipment which has been purchased with University administered State or Trust Funds belongs to the State of North Carolina. Equipment bought with Federal grant funds 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. Consult the Fixed Assets Section of the Materials Management Department on what approvals are needed for a particular situation.


Transfers of State-Owned Equipment

Prior Approval

The transfer of any State-owned equipment to another North Carolina State-supported institution or agency requires prior approval from the Department of Administration Office. The user requesting approval to transfer equipment should contact the Fixed Assets’ office and they will request the appropriate State approval. State institutions or agencies shall not transfer any personal property owned by the State without written authorization of the State Surplus Property office.

 

Equipment Transfer / Negotiated Sales - Outside of ECU

Transfer of State-Owned Equipment within the State: The transfer of any State-owned equipment to another North Carolina State-supported institution or agency requires prior approval from the State Surplus Property Office. The user requesting approval to transfer equipment should contact the Fixed Assets Office and they will request the appropriate State approval. State institutions or agencies shall not transfer any personal property owned by the State without written authorization of the State Surplus Property office. Property being transferred is sold at fair market value to the State Agency. Under no circumstances can state-owned equipment be donated, traded-in, or given to another entity without approval of the State Surplus Property Office. State owned equipment cannot be transferred out of the country. Transferring equipment out of the State is in violation of State guidelines.

It is recommended that a physical inventory of capitalized assets and inventoried items be taken each time there is a change at a management or supervisory level that has responsibility for the assets. The out-going and in-coming supervisor/manager should sign the physical inventory reports. The signature indicates both parties confirm that capital equipment is locatable and accurate. It is kept on file in accordance with internal polices.

Transfers Outside the University System: State-owned equipment cannot be transferred to an institution outside the University of North Carolina system without prior approval from the State of N.C. Department of Administration. To obtain such approval, a detailed letter of justification must be submitted to the Fixed Assets Office. This letter must be supported by approvals from the department head, the dean, the Grants Office and the Office of Sponsored Programs (if the equipment was originally purchased in whole or in part with Contract or Grant funds). Except for equipment originally purchased with Federal funds, reimbursement will be required from the receiving institution or organization at fair market value. Please allow the 30 to 60 days for processing of out of state transfers. If the equipment is supported by a grant see the Business Manual Policy 19 for Grants and Contracts.

Federal Agency Approval

In addition to the foregoing approvals for transfers outside the University of North Carolina system, the State Department of Administration also requires a request of approval from the Federal agency which originally provided funds for the equipment involved, and which is continuing sponsorship of the research project at the receiving institution. The agency request should be addressed to the Fixed Assets Section of the Materials Management Department, and must attest to the relevancy and necessity of the equipment transfer for continuing research.This information is utilized to update capital equipment information in the Fixed Assets System.


Transfer of Federally-Owned Equipment

Prior Approval

If equipment is still owned and controlled by a Federal agency, such equipment may be transferred with the concurrence of the appropriate department head, the dean, the Grants Office, the Office of Sponsored Programs, the Fixed Assets Section of the Materials Management Department, and approval of the Federal agency. Approval is not required from the State Department of Administration.


Lead Time

When a transfer of property outside the University of North Carolina system is contemplated, the associated request should be initiated as soon as possible, and not later than 60 days prior to the planned transfer or shipment date of the equipment. A request for transfer of equipment within the system should be initiated within 30 days prior to the planned transfer or shipping date.

All transfer requests must contain a description of the contemplated equipment transfer with a list including:

Transfer Not Allowed

General purpose equipment, such as desks, tables, file cabinets, office-type calculators, typewriters, lamps, bookcases, reproduction equipment, and similar items will generally not be transferred.


Shipping Charges

Unless special arrangements are made with the sponsoring agency, all shipping costs are to be borne by the receiving institution. Copies of shipping documents will be forwarded to the appropriate equipment control section at the receiving institution.