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PMM 2.6 Transferring Equipment to the University

Last Revised Date:
July 1, 2026
Responsible Unit(s):
Property Management
Responsible Unit Email(s):
FNSV-PropertyManagement@arizona.edu
Manual:
Property Management Manual
Status:
Active

Purpose and Summary

To provide direction to university departments on receiving and identifying equipment brought from another institution by a new University faculty member.

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.

Policy

  1. University departments may receive at no cost equipment that is being transferred by new faculty members from other institutions.
  2. Equipment transferred by a new faculty member that has a fair market value of $5,000 shall be assigned a University A-tag number and entered into the University's property management system, provided it meets the University's definition of capital equipment.
  3. If the transferring institution requires an official acceptance by the University, the transfer documents shall be approved by the SPS Property Administrator.

Procedures

ResponsibilityAction
Custodial Department
  1. If the transferring institution requires an official acceptance by the University, refer them or forward any acceptance documents to the SPS Property Administrator.
SPS Property Administrator
  1. Obtain the acceptance signatures required and return a copy of the acceptance to the transferring institution. 
Custodial Department
  1. Send to Property Management a list of equipment being transferred from another institution. Include a schedule of equipment values preferably from an inventory report from the other institution.
  2. If the equipment being transferred pertains to a grant or contract that is also being transferred to the University, contact both Sponsored Projects Service’s Preaward Section and the SPS Property Administrator. 
Property Management
  1. Consult with the SPS Property Administrator to determine the titleholder of the property and the account number on which to record the equipment.
  2. Create a property record for each capital asset and issue a University A-tag, and if government title, a U.S. Government Property tag to the custodial department.
Custodial Department
  1. Affix the tag(s), paint or engrave the tag number on the item(s), or if impractical, create a departmental record.
  2. Verify the data in the Capital Asset Module (CAM). Submit corrections via Asset Edit document within one week.

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