12.3.1 Transfer Equipment to Another Unit

Policy Statement

The originating and the receiving University of Illinois System units must both agree to the transfer of equipment before processing the interdepartmental transfer through FABweb. Custodianship does not transfer to the receiving unit until the transfer transaction has been completed in FABweb by both units. To avoid problems with the biennial inventory units should process transfers as soon as possible upon learning of the need for the transfer.

If the unit receives equipment from surplus, it is processed as a transfer. Surplus will initiate and complete the transfer record.

Reason for the Policy

Units wishing to transfer equipment with other system units are allowed to do so without seeking pre-approval from University Property Accounting and Reporting or the State of Illinois as the equipment will stay within system/State of Illinois custodianship. The originating and the receiving units must both complete an interdepartmental transfer in FABweb, which will automatically update the Banner asset record to the receiving unit for further custodianship for asset record management and Biennial Inventory.

Applicability of the Policy

All University of Illinois System equipment regardless of tracking status in Banner.

Procedure

To transfer equipment to another unit:

Originating Unit

1. The originating unit consults Banner Fixed Assets to confirm that their unit is on record as owning the equipment to be transferred and that it is State of Illinois property.
2. Eliminate data from electronic storage media unless required for sponsored research.
3. The originating unit logs on to FABweb and selects "Process a Transfer." They enter the identifying information (PTag or OTag) and retrieve the record for the equipment to be transferred.
4. The originating unit uses FABweb to forward the transfer transaction to the originating unit's approver. The approver uses FABweb to forward the transaction to the receiving unit's approver.

Receiving Unit

5. The receiving unit's approver uses FABweb to forward the transaction to their unit Property Accounting and Reporting (UPAR) contact.
6. The receiving unit contacts their university facilities unit to arrange for moving the equipment.
7. When the equipment has been received, the receiving unit's UPAR contact completes the transfer transaction in FABweb. They assign an equipment location code and forward the transaction to Banner Fixed Assets.
8. The receiving unit reviews the entity code for the asset. If it is not accurate, submit an Entity Code Change Request form.

Both Units

9. Both units confirm that the transfer was done correctly by consulting the record in Banner Fixed Assets.