Handbook of Business Procedures
February 17, 2005
July 7, 2014
16.3.1. EQUIPMENT TRANSFER
Transfers of equipment within The University of Texas at Austin are processed through the CCART (Capitalized and Controlled Asset Removal and Transfer) System. Inventory contacts and unit administrators are responsible for ensuring equipment is adequately safeguarded, maintained, and accurately accounted for. Transfers between departments should include appropriate departmental internal review and approval prior to inventory contact processing.
Transfers of equipment outside the university require additional review and control by Inventory Services because the university must confirm asset and financial information with state agencies. Reasons for equipment transfers include: Primary Investigator transfer, grant transfer, or equipment no longer needed by the department, college, or university. All requests for equipment transfers outside the university, in which equipment was paid for with university funds (excluding auxiliary and grant funds with private or federal ownership), require final review and approval by the Provost’s Office, which is obtained by Inventory Services on behalf of the department.
A. Departmental Transfer Without Charge
When equipment is transferred from one university department to another, including Surplus Property, the department must create a CCART/NT1 electronic document to process the transaction.
CCART/NT1is a Web-based system designed to expedite the equipment transfer process using electronic documents created by the department owning the equipment. CCART/NT1 documents are processed through the department's electronic routing and final approved by the department receiving the equipment. The transferring department remains 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 CCART/NT1 electronic document is 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.
B. Departmental Transfer With Charge
Unit administrators 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. A CCART must be used to process the transfer of the asset and a *DEFINE VT5 document is prepared for payment.
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 form and sent to Inventory Services at email@example.com. Typical charges include a minimum of the assets remaining value, and shipping and handling.
The following information must be provided on the form by completing steps 1-23 for each item to be transferred:
- Transferring Agency Name
- Transferring Agency Property Manager Name and Signature
- Transferring Agency Inventory Contact Name and Signature
- Transferring Agency Inventory Contact Email and Phone Number
- Transferring Department Name
- Transferring Department Unit Head Name and Signature
- Agency Transferring Number
- AFR Category
- 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 Date
- Complete description of the property to be transferred
- Agency Receiving Number
- Transfer Date
- Historical Cost
- Accumulated Depreciation
- Cash Proceeds Received
- Receiving Agency Name
- Receiving Agency Property Manager Name and Signature
- Receiving Agency Inventory Contact Name and Signature
- Receiving Agency Inventory Contact Email & Phone Number
- Receiving Agency Department Name
- Receiving Department Head Name and Signature
When the equipment is transferred, the university inventory number plate must be removed.
Once Inventory Services has received a completed Property Transfer Receipt form with the appropriate Texas state agency or institution signatures, they will remove the equipment from the department's inventory listing.
D. International Sales and Donations - Exports Controls
For international transfers (donations) of equipment, the equipment disposal must first be approved by the Office of Sponsored Projects Export Controls Officer. This approval is coordinated on the department’s behalf by the Inventory Service’s Finance Manager. Contact Inventory Services at firstname.lastname@example.org to notify of any planned international sales or donations prior to execution or submission of an Inventory Removal Request (IRR) upload template. Sales requiring export controls prior approval include:
- transfers to individuals, companies, or universities in foreign counties
- transfers of tangible or intangible property that have been developed under a project subject to a technology control plan
- transfers of any devices developed as a prototype at the university by a researcher or faculty member that is not being sold to a research sponsor under a sponsored research agreement
Upon approval from the property manager or designee, the unit administrator conducts negotiations for any equipment for which the out-of-state agency will be charged (equipment not paid for with a 26-account). Approval is only granted if the property manager or designee agrees that the price is reasonable.
E. Disposal of Inventory to a Non-State Agency Through Donation or Sale
(Previously referred to as a Transfer Out to Non-State Agency)
Approval of the property manager or designee must be obtained prior to the removal of any University equipment to a non-state agency or institution. A written explanation for the removal, 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:
- departmental unit code
- inventory number
- element number
- disposal reason (use IRR upload template dropdown values only)
- responsible person eid - contact name of person most knowledgeable of equipment (do not list inventory contact)
- proceeds of sale
If the equipment is donated or sold, the University inventory plate must be removed. Additionally, documentation of proceeds received should be forwarded to inventory services at oa.inventory.utexas.edu once received.
F. Transfer of Computer Hard Drives
All computer hard drives must be wiped prior to transfers of any kind so that the information cannot be recovered. Hard drives can be securely destroyed via the free Hard Drive Destruction 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.
G. Proceeds from Transfer of Equipment with Charge
Monies received from the transfer of property (with charge) originally purchased by an auxiliary or service department are credited to that department. Proceeds from the transfer of equipment purchased with state funds are normally returned to the State Treasury. Proceeds from the transfer of equipment acquired from government excess property sources, federal or private sources, and university funds are deposited into an account administered by the executive vice president and provost or returned to sponsors as required by the grant or contract.