11.20 Inter-departmental Sales

Policy Information

Purpose and Summary

To provide direction to University of Arizona (University) departments regarding the procedure for processing inter-departmental sales of University Movable Equipment.

Source

Arizona Board of Regents Policy, including, but not limited to: 3-801 and 3-802

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international.

Definitions

Custodial Department: A department or unit of the University having physical control of equipment (i.e., the using department, owning department, or sponsoring department for a contract).

Movable Equipment: Equipment of any value that is portable, stand-alone, complete in itself, does not lose identity when affixed to or installed in other equipment, and has a useful life of one year or more.

• Capital – Equipment costing $5,000 or more
• Non-Capital – Equipment costing less than $5,000

Organization Owner Account Number: The account number in UAccess Financials Capital Asset Management (CAM) Module that dictates the organization code responsible for an asset which is not required to correspond with any past or future accounts used to pay for the asset.

Principal Investigator: The individual who has ultimate responsibility for the design, execution, and management of a sponsored project.  

Sponsor: A Government Agency or other entity that provides external funding or other support to the University through sponsored awards.

Sponsor Owned Property: Defined in Federal Acquisition Regulation (FAR) Subpart 45.1 as all tangible property, both real and personal. Property includes material, equipment, special tooling, special test equipment, and real property where said property is titled to the sponsor.

Policy

1. University Movable Equipment purchased solely with non-sponsored funds may be sold to another University department.
2. University Movable Equipment purchased in whole or in part with sponsor funds must be evaluated on a case-by-case basis to ensure proper utilization of the asset according to sponsor guidelines.
3. All inter-departmental sales of University Movable Equipment must be reported to Financial Services Property Management within 10 business days. Reported changes will be reflected in the University system of record within 5 business days of receiving the communication.

Procedure

Custodial Department/Principal Investigator

1. Confirm equipment identified for sale contains no sponsor funding. If it does include sponsor funding, the sale cannot proceed without review from Sponsored Projects Services (SPS).

Purchasing Department/Principal Investigator

2. Upon agreement with the custodial department, the purchasing department must complete a Transfer of Funds document in UAccess Financials.
   1. The "From" account should be provided by the purchasing department (Object Code 7930).
   2. The "To" account should be provided by the custodial department (Object Code 0930).
   3. A note should be added to the document that indicates the Tag Number, new Organization Owner Account Number, new Inventory Unit Code, new building number, new room number and the new person responsible.
   4. Attach any supporting documentation (email communications, etc.).
3. Notify Property Management via email within 10 business days of completing the sale. Include the Transfer of Funds document number and copy the custodial department on the email.

Property Management

4. Complete the Asset Transfer document in UAccess Financials' Capital Asset Management (CAM) module within 5 days.

Frequently Asked Questions

Related Information

Arizona Board of Regents Policy Manual