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PMM 2.9 Trade-In: University Funded Property

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 regarding the trade-in of University funded equipment for new items.

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 trade University property for new items, as long as the property being traded in is not for some unknown product or service to be acquired in the future. Trading University equipment in on an item that will be titled to another entity is prohibited. A trade that results in the department receiving funds in addition to a new item is considered a sale, not a trade and must be processed as outlined in Public Sale.

Procedures

ResponsibilityAction
Custodial Department
  1. Determine the titleholder and source(s) of funding for the equipment item(s) proposed for trade-in.
    1. If the item is titled to a sponsor, or if the item is University titled, acquired on sponsor funds, and has a trade- in value of $5,000 or more, follow the instructions in PMM 2.8.
    2. If the item is University titled, acquired on University funds, follow the standard University purchasing procedure by creating a Requisition to order the new item or items. 
  2. Identify the items being traded, the UA property tag number (or indicate that a tag does not exist) and the value being received for the trade. The transaction will not be processed without a value being indicated for the item being traded.
  3. Prepare a Request for Authorization to Dispose of Movable Assets (RADMA, previously known as RADP) form, note the REQ number at the top, and send to Purchasing as an attachment. 
Custodial Department
  1. When the traded-in equipment is shipped or picked up by the vendor, obtain a receipt and notify Property Management to delete the item(s) from the Capital Asset Module (CAM). 
Property Management
  1. Upon receipt of notification that the traded-in equipment has been delivered to the vendor, remove it from the Capital Asset Module (CAM).

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