down arrowMenu

Office of Business Operations

Fixed Assets | Off-Campus Use of Property

University property is defined as any item of tangible personal property which is possessed by a university department, whether operable or inoperable, purchased or donated. University property may be used only for university-related purposes, whether the property is physically located on or off-campus. Property of the University shall be made available for reassignment within the university for the benefit of the university as a whole, if it is not being adequately utilized in its currently assigned department.

Off-Campus use of University Property

Equipment may not be removed from the campus until a university property tag has been affixed and written authorization obtained.

Off-campus use of university property may be authorized after completion of an Authorization Form for Off-Campus Use of University Property and filing the form with the Asst. VP for Finance & Operations in the Office of the Sr. Vice President for Finance and Operations. The individual checking out university property is responsible for completing the form, obtaining the approval of a university official as defined below, and for obtaining the approval of the Asst. VP for Finance & Operations.

Approval must be given by the department head, dean of the college or administrative officer. The form must be received by the Asst. VP for Finance & Operations before the property can be removed from the campus. The Asst. VP for Finance & Operations is responsible for maintaining a file of Authorization Forms.  Forms should be resubmitted annually.  

Off-campus use of university property may be authorized for a period of up to twelve months. Subsequent periods not to exceed twelve months must be authorized by completing a new authorization form. Approval may be revoked at any time at the discretion of the individual giving the approval, the supervisor of that individual, or a university official.

Persons approved to use university property off-campus will be responsible for property damage due to misuse or neglect and for adequate insurance coverage on the property.

Departments such as Music or the Library may be exempted from using the authorization form or may arrange other procedures with written authorization of the Asst. VP for Finance & Operations.

Individuals who have checked out university property for off campus use may be required to return the property to campus for any physical inventory.

Surplus Property

Accumulating "surplus" property in departmental storage areas is strongly discouraged.

Department heads may declare property as excess to their department. Departments are encouraged to attempt to transfer that property within their college or division on a no cost basis prior to declaring it "surplus". Transfers shall be reported to the Accounting Manager in Treasury/Finance and Operations.

Departments are encouraged to "trade in" property on similar items of new property when possible, and advantageous to the University, or to dispose of other "surplus" property by making it available to other university departments.

When new buildings or building renovation projects include new furnishings, fixtures and equipment, property being removed or replaced shall come under control of Facilities Services for reassignment or release to the Accounting Manager. No funds shall be due the department receiving the new property.

Trade-Ins of Surplus Property

If a department is replacing an item with an identical or like item, trade-in should be considered. Procurement Services is responsible for the purchase of new equipment and will work with the Accounting Manager to review disposal alternatives. New purchases should be bid with and without a trade-in to determine the value or marketability of a like item. If the item has good marketability, the value can be determined by Procurement Services and the owning department and then compared to the trade-in value, prior to any decision on its disposition. The Accounting Manager should be consulted to assist with exploring alternatives and make recommendations.