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11.20 Inter-departmental Sales

11.20 Inter-departmental Sales

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PURPOSE:

To provided direction to University departments regarding the procedure for processing inter-University sales of equipment

AUTHORITY:   

Powers and duties of the University President, ABOR Policy 3-801 and 3-802

POLICY:  University property may be sold to another University department, however, equipment initially purchased with Sponsored Projects Services funds, cannot be purchased interdepartmentally with Sponsored Projects Services funds.

PROCEDURE

RESPONSIBILITY

ACTION

CUSTODIAL DEPARTMENT
  1. Offer excess property for sale to other University entities.
  2. Negotiate a price with the buying department.
  3. Log on to the Surplus Property website and fill out an inter-department transfer request. 

BUYING  DEPARTMENT
  1. Log on to the Surplus Property website to acknowledge the transfer.

CUSTODIAL DEPARTMENT
  1. Prepare an Internal Billing. Indicate the account to be credited and write the property's UA tag number in the Description section and route.

BUYING  DEPARTMENT
  1. Complete the Internal Billing with the account to be charged and approve.

MISCELLANEOUS IDB UNIT
  1. Process the IB, debiting the buyer's account and crediting the seller's account.

PROPERTY MANAGEMENT
  1. Review Surplus Property website twice a month, and update the new location, department, and custodian of the transferred property in the University Capital Asset Module (CAM).