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PMM 3.2.3 Inter-departmental Sales

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

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 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 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.

Procedures

ResponsibilityAction
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
  1. 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
    2. The "To" account should be provided by the custodial department.
    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.).
  2. 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
  1. Complete the Asset Transfer document in UAccess Financials' Capital Asset Management (CAM) module within 5 days.

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