Removal of Equipment from the University Premises

Responsible Officer: Vice President for Business Affairs and Controller

Sponsoring Department: Asset Management

Revision Date: 09 June 2010

Errors or changes to: aim@uta.edu

Procedure Objective

This procedure provides procedural guidelines for the removal of equipment from the university premises in accordance with applicable laws, rules, and policies. Procedures concerning how to remove campus equipment from the University for university use and what to do when returning equipment to the manufacturer for repair or replacement are included in this procedure.

Rationale

University-owned property may only be removed from the University and other university facilities if it is for official university use. Removing university-owned property from the University for personal use is strictly prohibited by rules and policies. This procedure addresses the necessary steps to take when removing university-owned property from the University premises.

Scope

All university departments who remove university-owned property from the University premises.

Related Statutes, Policies, Requirements or Standards

UT System Administration Policies and StandardsOther Policies and Standards
Removal of Property from a Department's Inventory (Procedure 2-45)
Departmental Property Records (Procedure 2-47)

Contacts

If you have any questions about UT Arlington Fiscal Procedure contact the following departments:

SubjectOffice NameTelephone NumberEmail/URL
All topics in procedureAsset Management817-272-2191assetmanagement@uta.edu
http://www.uta.edu/policy/bac/inventory
Website accessAdministrative Information Management817-272-0222aim@uta.edu
http://www.uta.edu/aim

Definitions

Personal Property: Any possession of the State of Texas having sufficient value to warrant inclusion in the fixed asset financial reports or due to the nature of the asset that is required to have management controls placed upon it. Personal property does not include consumable items nor does it include real property such as land or buildings, improvements to land or buildings, or infrastructure.

Stolen: Any equipment missing by theft, whether by forced removal, burglary, theft by employees, or other criminal acts.

Missing: Equipment whose disappearance cannot be explained.

Responsibilities

University employee(s) and University departments involved in the Removal of Equipment from the University Premises

  • Completes Removal of Equipment from University Campus (Form 2-47), has the form signed by the Department Chair or Director, and sends the form to Asset Management

  • Assumes financial responsibility for the property when the equipment is taken off campus

  • Notifies Asset Management when the equipment has been returned to campus

Procedures

Section I. Equipment Removed from Campus for University Use

University-owned property may be removed from the campus and other university facilities to be used in conducting official business of the University. Such property may not be used for personal business.

  1. When an item of equipment is taken off campus, the individual doing so assumes financial responsibility for the property.

  2. When equipment is removed from campus for university use, Removal of Equipment from University Campus (Form 2-47) must be completed, signed by the person responsible for the equipment and also signed by the Department Chair or Director. After completing the form and obtaining the necessary signatures the form should be sent to the Asset Management (AM) office. A copy should be kept on file in the responsible department and a copy given to the employee.

  3. When the equipment is returned to campus, the date should be noted on the original form and the Asset Management office should be notified that the equipment has been returned to campus.

Section II. Equipment Returned to Manufacturer for Repair or Replacement

When it is necessary to return equipment to the manufacturer for repair, it is important that the serial number and inventory tag number assigned to the equipment be recorded and kept in the department's files.

  1. If the item is to be replaced, the inventory tag should be removed before being returned to the manufacturer.

  2. When the replacement piece of equipment arrives, the department needs to inform the AM Office of the change so that a new inventory tag number can be assigned.

Forms and Tools/Online Processes

  • Inventory Transaction Form (Form 2-45)
  • Removal of Equipment from University Campus (Form 2-47)

Appendices

None