Equipment Transfers

[Business Affairs Office News]

Good morning,

The Business Affairs Office Property Control Department (PCD) would like to remind University of Oregon (UO) personnel of their responsibilities when transferring equipment.  In order to have the most accurate equipment information in the Banner Fixed Asset System, departments should use the Asset Maintenance Form (AMF) to notify the Property Control Department of most transfers of equipment.  Transfers include but are not limited to:


*         A move or transfer from one department to another department (with or without a financial transaction).

*         A move from one location (building or room) to another.

*         A move off-campus for University business.

*         Cannibalization (parting out) of obsolete or broken equipment.

*         Lost or stolen equipment.

When a transfer of equipment between departments includes financial compensation, PCD can assist departments with the completion of a Journal Voucher (JV) in Banner.

If the equipment is fully depreciated capital equipment or minor equipment:

Debit: Purchasing department's index, account code 20200 (Minor Equipment)
Credit: Selling department's index, account code 09350 (Resale of Equipment Internal Sales)

If the equipment is capitalized and not fully depreciated:

Debit: Purchasing department's index, account code 4010X*
Credit: Selling department's index, account code 4010X *

*Capital expense codes:

*         40101 - Equipment

*         40104 - Vehicles

*         40201 - Vessels

Before transferring equipment between departments, please note:


*         Sponsored Project Services approval must be obtained when selling equipment purchased with sponsored funds or when purchasing equipment with sponsored funds.

*         Gifted equipment must be researched to ensure no restrictions for transfer exist.

*         We recommend departments utilize the UO Department Surplus Listing website<http://surplus.uoregon.edu/> which can be found at http://surplus.uoregon.edu/.

*         For guidelines to determine fair market value please visit http://ba.uoregon.edu/staff/gifts-of-cash-or-property#Procedures_for_Gifts_in_Kind_Property.

The Asset Maintenance Form can be found at http://ba.uoregon.edu/sites/ba/files/forms/amf.pdf.

Sponsored Project Services contact information - Phone: (541) 346-5131, Email: sponsoredprojects at uoregon.edu<mailto:sponsoredprojects at uoregon.edu>
Surplus contact information - Phone: (541) 346-3190, Email: shereej at uoregon.edu<mailto:shereej at uoregon.edu>


Thank you,
BAO Property Control Department

Jill Ritz
541-346-1256
jritz at uoregon.edu<mailto:jritz at uoregon.edu>

Molly Lockhart
541-346-1250
mlockhar at uoregon.edu<mailto:mlockhar at uoregon.edu>

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