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PMM 4.4 Annual Review for Idle, Excess and Under-Utilized 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 to identify idle, under-utilized and excess inventorial equipment in their possession and control. 

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 are responsible for annually reviewing the utilization level of inventorial equipment in their custody which was purchased with federal dollars or federally titled and to identify obsolete, excess and idle, under-utilized, completeness of equipment utilization records, and condition.
  2. University departments are to keep their offices, lectures rooms, laboratories, research facilities and storage areas free of excess, and surplus equipment.
  3. Departments are to make full utilization of property in their possession and control and are to make available idle, excess and under-utilized equipment to others, including other University departments. Property not in use or likely not to be put in use is to be sent to Surplus Property for retirement.

Procedures

  1. GENERAL:

    ResponsibilityAction
    Custodial Department
    1. Annually review the utilization level of departmental equipment and identify obsolete, excess, idle, and under-utilized equipment, and its condition.

  2. UNIVERSITY OWNED CAPITAL EQUIPMENT:

    ResponsibilityAction
    Custodial Department
    1. For items that are University titled and not in temporary storage, broadcast their availability on a first priority to departmental units and staff, using standard departmental e-mail, posted lists and routed notices. For any remaining idle and excess items, the second priority is other university departments, broadcast their availability on appropriate university list serves.
    2. Departments are to make their own arrangements on re-assignment, loan or transfer of idle and excess property within the department or to other departments.
    3. If the equipment is government funded/university titled, the custodial department shall ensure that the new use is on a federally sponsored activity or the federal contract, grant or agreement on which it was acquired permits its use on non- federal activities.
    4. For items temporarily stored, modify the Asset Location field in the Capital Asset Module (CAM).
    5. For items permanently transferred to another department, the losing department shall initiate an Asset Transfer document in the Capital Asset Module (CAM).
    6. For any remaining excess and idle University titled property, log onto the Asset Works and fill out the Transfer Request.
    7. Provide or arrange for transport of all identified surplus equipment items to the Surplus Property. 
    Surplus Property
    1. Hold good condition items for filling Want List requests, sell or dispose of the equipment per Surplus Property disposal procedures.
    2. If the sale bid is $5,000 or more per unit and the property was acquired on a Sponsored Projects Services account (3000000 – 4999990), obtain approval for the sale from the Sponsored Projects Services Property Administrator.  
    SPS Property Administrator
    1. When contacted by Surplus Property, verify if the sponsor is a federal agency and if the federal sponsor’s contract, grant or agreement has a property provision requiring federal sponsor approval before a disposal sale.
    2. If federal sponsor approval for the disposal is required, submit a disposition request to the federal sponsor, inform the Surplus Property Officer upon receipt of disposal instructions from the federal sponsor.

  3. GOVERNMENT AND OTHER SPONSOR OWNED PROPERTY:

    ResponsibilityAction
    Custodial Department PI
    1. Government or other sponsor owned equipment temporarily not in use but required by the department for future activities is to be held in secure departmental storage. This equipment shall be protected against loss, theft, or damage and maintained in good operating condition.
      1. Equipment in temporary storage must be accountable on an appropriate active government or other sponsor grant or contract.
      2. Temporary storage shall not exceed one year.
      3. Change the secondary location field in Capital Asset Module (CAM) to the storage location.
      4. If the equipment is broken, dilapidated and/or inoperable, refer to section 7.10. 
    2. When government or other sponsor owned equipment is idle or excess to its responsible contract, grant or agreement, the PI shall notify the Sponsored Projects Services Property Administrator with a request for disposition instructions or transfer of accountability to another government or sponsor contract, grant or agreement.
      1. The department is to store these items until instructions are received from the sponsor. 
    SPS Property Administrator
    1. Notify the contracting/grants officer of the federal awarding agency or other sponsor as to the condition of the property and request disposition instructions or transfer authorization.
    2. Advise the University department as to the determination of the sponsor on disposition or transfer instructions for the equipment.
    3. If the sponsor abandons the property to the University the title will be changed to University Title. 
    4. If the sponsor approves the transfer to another contract, grant or agreement, update the asset record to reflect the change.  
    Property Management
    1. Change the titleholder to University in the active records of the University's Capital Asset Module (CAM). 
    Custodial Department
    1. For items abandoned or donated by the government to the University, if custodial department has no use of items, submit to Surplus Property for disposition.  
    2. Remove the Government or Sponsor identification tags from the asset. 
    Surplus Property
    1. Hold good condition items for filling Want List requests, sell or dispose of the equipment per Surplus Property disposal procedures.
    Custodial Department
    1. If the sponsor requests return of the property, return to the address indicated by the sponsor and send a copy of the shipping documents to the SPS Property Administrator. 
    SPS Property Administrator
    1. Upon receipt of the shipping documents, prepare a Property Record Change Form to delete the property from the University’s Capital Asset Module (CAM). 
    Property Management
    1. Remove the item from the active records of the University’s Capital Asset Module (CAM).

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