Accounting for 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 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<https://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/forms/amf.pdf>.

Changes to equipment status include but are not limited to:

  *   Transfer of ownership from one department to another department (with or without a financial transaction)
  *   Move from one location (building or room) to another
  *   Move off-campus for University business
  *   Cannibalization (parting out) of obsolete or broken equipment
  *   Loss or theft of equipment

Before transferring equipment between departments, please note:

  *   Sponsored Project Services approval must be obtained when dealing with equipment purchased with sponsored funds or when purchasing equipment with sponsored funds
  *   Treasury Operations approval must be obtained when dealing with equipment purchased with bond funds
  *   Terms of gifted equipment must be evaluated for any restrictions

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 sold by service center or auxiliary:
Debit: Purchasing department's index, account code 20200 (Minor Equipment) or other appropriate expense account code
Credit: Selling department's index, account code 09350 (Resale of Equipment Internal Sales)


  *   For minor equipment sold by non-proprietary department:
Debit: Purchasing department's index, account code 20200 (Minor Equipment) or other appropriate expense account code
Credit: Selling department's index, account code 79350 (Resale of Equipment Internal Sales)


  *   For capital equipment:

Property Control will complete the appropriate accounting entries and update the fixed asset record

The value of equipment can be determined from:

  *   Outside appraisal
  *   Qualified expert on the faculty or staff if he or she is considered to hold special knowledge or expertise related to the property
  *   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 Surplus Property website<https://surplus.uoregon.edu/>.

Thank you,

BAO Property Control Department

Dylan DeRosa, 6-3163, derosa at uoregon.edu<mailto:derosa at uoregon.edu>
Aly Roper, 6-3190, aroper at uoregon.edu<mailto:aroper at uoregon.edu>
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