Skip to main content

PMM 4.11 Restrictions on Donating University Equipment

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 the donation of University property.

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. Donating University Property to Individuals and Non-Governmental Entities:
    1. The Arizona Revised Statutes prohibit State agencies from giving away property; fair market value must be received in kind. In compliance with these Statutes, the University prohibits the donation of property to individuals and non-governmental entities.
    2. Individuals desiring to donate items that belong to the University may purchase that property from Surplus Property at a public sale with their personal funds for that purpose.
  2. Donating University Property to State of Arizona, Arizona Educational Institutions, and Federal Governmental Entities:
    1. Under special circumstances, it is possible to transfer University owned equipment to State of Arizona, Arizona educational institutions, or federal agencies. These transfers require the approval of the Surplus Property Office and department dean.
    2. Before such a transfer will be approved by Surplus Property, the equipment must be offered to other University departments based on the currently available “Want List” maintained by Surplus Property. If a department is found, it will be transferred without any funds being returned to the relinquishing department. The department will indicate equipment is to be transferred to another agency at no cost by filling out the Transfer Request (formerly known as Disposal Request) on the asset management software application. This is irreversible and the property cannot be withdrawn just because another University department desires to obtain those items.
    3. A letter of justification approved by the department dean is required to be submitted to Surplus Property. The letter should include:
      1. The entity receiving the equipment, including the specific program/department which will be responsible for the equipment.
      2. A basic summary of the equipment to be donated including an itemized list of any tagged items.
      3. Why the equipment is no longer needed by the owning department.
      4. Why it is beneficial to the University to give away property rather than selling it at a public sale where we would receive the proceeds to purchase additional equipment.
  3. Donation Through Purchase:
    1. University funds cannot be used to purchase equipment or components for other than a State agency, (for example, UA Healthcare Network). If funds are used to purchase equipment that will be incorporated into non-university owned property, the entire piece of equipment must be titled to the University. The department who is purchasing the components must prepare a Gift Report indicating donation of the non-university owned property. If the non-state agency does not agree to donate the property, they must reimburse the University for the cost of the equipment or components.

Policy Feedback

For questions or comments regarding a particular policy or to notify us of broken links or typographical errors, please provide this information below.

To report violations of a policy, please notify the Responsible Unit.

Please Note: Policy feedback is available to the Policy Office, Policy Sponsor, and elected shared governance representatives, upon request, for policies impacting the populations they represent.

This question is for testing whether or not you are a human visitor and to prevent automated spam submissions.
This question is for testing whether or not you are a human visitor and to prevent automated spam submissions.