February 17, 2005
February 17, 2012
16.3.1. EQUIPMENT TRANSFER
A. Departmental Transfer Without Charge
This policy applies when equipment is to be transferred from one University department to another, including Surplus Property. A Capitalized and Controlled Asset Removal and Transfer (CCART)/NT1 electronic document must be used to effect the change.
The CCART electronic transfer is a web-based system designed to expedite the equipment transfer process using NT1 electronic documents created by the department owning the equipment. NT1 documents are processed through the department's electronic routing and final approved by the department receiving the equipment. The transferring department will remain accountable for the equipment until the NT1 electronic transfer document has been final approved by both the transferring and receiving departments.
Under the following circumstances, the NT1 electronic document will be routed for approval to the Property Manager prior to transfer to Surplus and requires written justification in the Comments section of the CCART document indicating why the item is being disposed of:
- The depreciated value of the equipment is $10,000 or greater.
- The historical value of the equipment is $75,000 or greater.
Special Handling: Computer Hard Drives:
Computer hard drives should be wiped prior to transferring the computer to Surplus' unit 4500-999, so that the information cannot be recovered. Hard drives can be securely destroyed via the free Hard Drive Destruction Service provided by Information Technology Services (ITS). Contact your departmental Local Area Network (LAN) personnel for assistance. For additional information on safety special handling, view the CCART tutorial below.
B. Departmental Transfer With Charge
Department heads may negotiate a transfer of equipment to another department with charge. The amount to be charged for the equipment is determined and agreed to by the two departments. However, if a sale has not been arranged with any specific department, but the department head desires to transfer equipment with charge, the property manager or designee shall be notified by memorandum of the items available for transfer.
A list shall be prepared and sent to the property manager or designee with the following information for each item:
- Acquisition cost
- Year acquired
- Price expected
- Inventory number
Departments will be notified by the property manager or designee with a Surplus Equipment memorandum circulated to the campus.
If another department offers to purchase an item, an Inter-Departmental Transfer (IDT) voucher shall be used to affect the transfer. The IDT shall include the inventory number and the number and date of the voucher that originally paid for the item. If no other university department offers to purchase the equipment, it may be offered for sale to an outside agency or individual by following the procedure described under 16.3 C. Sale of Equipment.
C. Transfer to Another State Agency (Interagency Transfer)
Approval of the property manager or designee must be obtained prior to the transfer of any University equipment to another state agency or institution. A written explanation for the transfer, along with any charges that will be assessed for the equipment, must accompany a Property Transfer Receipt - Outgoing form and sent to Inventory Services at firstname.lastname@example.org. The following information must be provided on the form by completing 1 thru 17 for each item to be transferred:
- Transfer Date
- Transferring Agency Name
- Transferring Agency Number
- Property Manager Signatures
- Contact Phone Number
- Agency Number (721 for UT Austin or 720 for UT System)
- AFR Category Number
- D23 State Fund
- Property Number(s) – For federally-owned items, attach documentation that includes sponsor approval allowing for the item or project to be transferred to a Texas state agency or institution
- CPNT Component or Element
- In-service Sate
- Complete description of the property to be transferred
- Agency number of Texas state agency or institution the item(s) will go to
- Transfer Date
- Historical Cost
- Accumulated Depreciation
- Cash proceeds received documentation to support amount received for each item, if any, and deposited with the Office of Accounting
If the equipment is transferred, the Uuniversity inventory number plate shall be removed and sent to Inventory Services.
Once Inventory Services has received a completed Property Transfer Receipt - Outgoing form with the appropriate Texas state agency or institution signatures they will remove the equipment from the department's inventory listing.
D. Transfer to an Out of State Agency
Approval of the property manager or designee must be obtained prior to the transfer of any University equipment to an out of state agency or institution. A written explanation for the transfer, along with any charges that will be assessed for the equipment, must accompany an Inventory Removal Request form. The following information must be provided for each item offered for sale:
- Inventory number
- Date of acquisition
- Inventory value
- Depreciated value
- Reason for transfer
For international transfers, the Inventory Removal Request must first be approved by the Office of Sponsored Projects for export controls. Upon approval from the property manager or designee, the department head will conduct negotiations for any equipment for which the out of state agency will be charged (equipment not paid for with a 26 account). Approval will only be granted if the property manager or designee agrees that the price is reasonable.
If the equipment is transferred, the University inventory plate shall be removed. The department head shall notify Inventory Services in a letter providing the following information:
- Inventory number
- Date transferred
- Description of each item
- Amount received for each item, if any, and deposited with the Office of Accounting
The letter of notification and the inventory number plate, if there is one, for each item transferred shall be sent to Inventory Services.