Equipment Transfers

[Business Affairs Office News]

Good afternoon,

The Business Affairs Office Property Control Department would like to remind University of Oregon personnel of their responsibilities when transferring, moving, or cannibalizing capital or high-risk equipment.  In order to have the most accurate equipment information in the Banner Fixed Asset System, departments must notify Property Control regarding changes to equipment status.  Please use the Asset Maintenance Form<http://ba.uoregon.edu/sites/ba/files/forms/amf.pdf> or the Property Disposition Request<https://forms.uoregon.edu/>.

Changes to equipment status include but are not limited to:

*         a transfer of ownership 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.

*         the cannibalization (parting out) of obsolete or broken equipment.

*         the loss or theft of equipment.

Before transferring equipment between departments, please note:

*         Sponsored Project Services<mailto:sponsoredprojects at uoregon.edu> (6-5131) approval must be obtained when dealing with equipment purchased with sponsored funds or when purchasing equipment with sponsored funds.

*         Ensure there are no restrictions preventing the transfer of gifted equipment.

When a transfer of equipment between departments includes financial compensation, Property Control can assist departments with the completion of a journal voucher in Banner.

*         For minor equipment or fully depreciated capital equipment:
Debit: Purchasing department's index, account code 20200 (Minor Equipment)
Credit: Selling department's index, account code 09350 (Resale of Equipment Internal Sales)



*         For non-fully depreciated capital equipment:
Debit: Purchasing department's index, account code 4010X*
Credit: Selling department's index, account code 4010X *

*Commonly used capital expense codes:

*         40101 - Equipment

*         40103 - Art

*         40104 - Vehicles

*         40199 - Construction in Progress

*         Please refer to a comprehensive list of account codes for items that do not fall into these categories

The value of equipment can be determined from:
*         an outside appraisal
*         a qualified expert on the faculty or staff if he or she is considered to hold special knowledge or expertise related to the property
*         a qualified outside source such as "blue book" or a knowledgeable dealer

If departments want to offer their unneeded working equipment to other departments around campus or are looking for specific equipment, please review the Department Surplus Listing<https://surplus.uoregon.edu/>.

Thank you,

BAO Property Control Department

Molly Lockhart                        6-1250     mlockhar at uoregon.edu<mailto:mlockhar at uoregon.edu>
Christina Green                       6-3190     cvgreen at uoregon.edu<mailto:cvgreen at uoregon.edu>
Jamie Sandoval-Scott             6-0827     jamies at uoregon.edu<mailto:jamies at uoregon.edu>
Kirsten Eubank                        6-3163     kirsten at uoregon.edu<mailto:kirsten at uoregon.edu>

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