12.3.5 Other Permanent Equipment Transfer Situations

Policy Statement

Equipment may be eligible for permanent transfer to another institution even if a researcher is not accompanying it. This type of request must be approved by the unit head, college dean, University Property Accounting and Reporting (UPAR), and the Department of Central Management Services (CMS). Approval from the appropriate university export compliance officer is required for export controlled and/or international transfers, and approval from the appropriate university sponsored program office is required for equipment purchased with sponsored project funds. In addition, an Agreement for Permanent Transfer of Equipment must be completed and signed by the recipient institution and the Comptroller at the University of Illinois System.

Do not move any equipment until all these steps and approvals have been completed.

Reason for the Policy

To ensure any permanent transfer of equipment outside the University of Illinois System and State of Illinois ownership and titling receives the appropriate internal system review and approval prior to the system requesting final state transfer approval from CMS.

Applicability of the Policy

All University of Illinois System equipment regardless of system tracking status.

Procedure

To transfer equipment to another institution:

1. Consult Banner Fixed Assets to confirm that your unit is on record as the responsible organization for the equipment to be transferred and that it is titled to the State of Illinois.
2. Contact University Property Accounting and Reporting (UPAR) to discuss the permanent transfer. UPAR will assess and determine if the transfer situation and equipment are eligible and appropriate to warrant a CMS exemption request letter. Complete a Request to Permanently Transfer Equipment with Researcher form by filling out Sections 1 and 2 and the Schedule of Equipment. The Schedule of Equipment can also be completed in the Excel version and attached to the transfer form. Obtain the unit approvals in Section 3 of the transfer request form.
3. Route the form to the appropriate university office as indicated in Section 4 of Request to Permanently Transfer Equipment with Researcher using the following guidelines:
   • Export-controlled equipment—route to the relevant university export compliance officer .
   • Sponsored equipment—route through the relevant university sponsored programs office.
   • Non export-controlled and Non-Sponsored Equipment—route through UPAR.
4. After the form is routed per the guidelines above, the remaining approvals will be obtained without unit involvement. UPAR obtains approval from CMS. CMS takes up to 30 days to approve or deny the request.
5. Once all approvals are obtained, UPAR emails the completed form to the unit along with instructions to complete an Agreement for Permanent Transfer of Equipment and Property Accounting Contract Approval Routing Form. The unit obtains the recipient institution signature on the agreement and forwards it to UPAR with the completed Property Accounting Contract Approval Routing Form.
6. UPAR will apply the Comptroller signature and then send the Agreement for Permanent Transfer of Equipment to the unit letting them know they can transfer the equipment.
7. The unit completes the Property Accounting Contract Approval Routing Form along with the Agreement for Permanent Transfer of Equipment, obtains the recipient institution signature and forwards it to UPAR.
8. UPAR will process a disposal for the transferred equipment.