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PMM 3.2.2 Movement & Relocation

Last Revised Date:
January 10, 2023
Last Reviewed 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 of Arizona (University) departments regarding reporting requirements on the relocation and movement of University Movable Equipment and Sponsor Owned Property including inter-departmental transfers or loans.

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. The temporary or permanent relocation of University Movable Equipment and Sponsor Owned Property must be reported to 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 to ensure compliance with both State and Federal regulations.
  2. Equipment which is utilized by multiple people at multiple locations is classified as portable equipment.  Location changes for portable equipment are not entered in the University system of record.  The asset custodian shall maintain a log documenting the location of the equipment.

Procedures

ResponsibilityAction
Custodial Department/Principal Investigator
  1. If equipment is relocated, temporarily or permanently, within the custodial department, or loaned to another department, the custodial department is responsible for informing Property Management of the new location via email within 10 business days. The custodial department remains responsible for the equipment during the loan period.
  2. If the equipment is permanently transferred to another department without cost, notify the Property Management via email within 10 business days. The communication must also include the Asset Tag number, the new department’s Organization Owner Account Number, and the new asset location. The receiving department's responsible person must also be copied on the email.
  3. Portable equipment is recorded in UAccess Financials’ CAM with “NO RM LC” for the Building Room Number field. The person responsible for the temporary issuance of the equipment shall maintain a log containing the user checking out the equipment, temporary location, and dates checked in and out. The name of the person responsible for maintaining the log will be recorded in the Asset Representative Principal Name field under the Organization section.
Property Management
  1. Once notified of the temporary or permanent relocation of equipment, edit asset record in UAccess Financials’ CAM module to reflect reported change within 5 business days.

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