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PMM 4.2 Sale of 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 sale of University equipment to another university or college, government or agency.

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 University may sell University equipment to another university, college, government or agency at its fair market value. This is principally to allow the new employer of a transferring faculty member to acquire their University research equipment and to maintain continuity in their research activities.
  2. The transfer of equipment acquired on Sponsored Projects Services accounts (3000000-499990) is administered under separate procedures and CANNOT be sold under this policy.

Procedures

ResponsibilityAction
Custodial Department
  1. Receive expression of interest concerning an available piece of University property from another agency in writing.
  2. Determine that the equipment was not purchased on a Sponsored account.
  3. Log onto the asset management software and fill out the Transfer Request (formerly known as Disposal Request). 
Surplus Property
  1. Review University inventory records to determine if the department selling the equipment is the owner of that property and that the equipment was not purchased on a Sponsored account.
  2. Determine if the proposed sales price is actually the fair market value of the property. Sales prices that appear to be token amounts in order to circumvent University policy of not donating property will not be approved.
  3. If the sales price is satisfactory, the buyer agency will be invoiced for the equipment’s fair market value.
  4. Collect the sales proceeds and distribute to the relinquishing department in accordance with the Fee Schedule.
  5. Payment must be received from the buyer prior to shipment. Assist in the shipment of the property, if necessary.
  6. Update Surplus Property's website with such information as the tag number of the asset, transaction date, proceeds received, and surplus identification numbers, etc. so Property Management can remove the item from the Capital Asset Module (CAM) accordingly.
Property Management
  1. Remove the items from the Capital Asset Module (CAM) and send the Custodial Department an Asset Control Sheet.

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