UTMB HANDBOOK OF OPERATING PROCEDURES

Section 4 Fiscal Policies Subject 4.7 Inventory-UTMB Properties Policy 4.7.6 Transfer of Surplus Property

04/01/90 - Originated 01/02/02 - Revised w/changes - Revised w/out changes Logistics - Author

Transfer of Surplus Property

Audience

The information in this document is for use by all employees.

Policy

Surplus property shall be maintained or transferred in accordance with the following guidelines.

Definition

Surplus property is property that no longer serves the needs of a department. Surplus property may be transferred to another department or institution or may be transferred to the surplus equipment storeroom at materials management.

Guidelines

The department notifies logistics by memorandum of any surplus property it wants removed, supplying the following: - inventory number of the surplus property - description of the surplus property - present location (building and exact room number) - reason for request to discard property - authorization signature of department head/chairman, dean of - school or designee and the department's accountable property officer (APO). The department head/chairman or APO arranges for the removal or transfer of the property with the logistics division. After property is moved, the office of accounting’s plants, property, and equipment (PP&E) area adjusts its records to reflect the new location.

Maintenance of Surplus Property

Logistics maintains an area below the materials management warehouse to store property declared surplus by UTMB departments. This storeroom is open every Friday 1:00 p.m. to 4:00 p.m., and logistics personnel are present at that time. Personnel wishing to visit the storeroom must display UTMB identification badges. When a department selects equipment for later delivery, logistics personnel will: - mark the property as claimed. - prepare an inter-departmental equipment transfer form. - obtain approval signatures from the transferring and receiving department heads/chairman. - make arrangements to move the property. When a department selects property for immediate removal from the surplus equipment warehouse: - the department representative signs a completed receipt for equipment form which details the items to be taken from the warehouse to the department. - logistics personnel prepare an inter-department equipment transfer form and obtain approval signatures from the transferring and receiving department heads/chairman. Due to space limitations and the lack of need for certain property, the logistics division periodically offers surplus and salvage equipment for sale by bid at public auction. The auctions are advertised in local newspapers and UTMB publications.

Transfer of Surplus Equipment to Another Department

Equipment surplus to one department may be transferred to another department having a need for it. The transferring and receiving departments submit transfer form to the PP&E area requesting the transfer that includes the following information for each item to be transferred. - inventory number of the surplus equipment. - description of the surplus equipment. - name of department to which items are to be transferred. - approval signature of the department head/chairman or designee. The approved transfer form is returned to the inventory division for update to the department’s data.

Transfer of Surplus Equipment to Another Institution

Equipment may be transferred to another state institution for the continuation of a research project provided the equipment was purchased from grant and/or contract funds which are also transferred. By memorandum signed by the department head/chairman, the dean of the school, the principal investigator, and the department’s APO requests the PP&E area to prepare an inventory report of all equipment purchased from grant/contract funds to be considered for transfer. The memorandum must contain: - grant/contract account number - effective dates of grant/contract - UTMB asset or tag numbers - serial number - description Upon receipt of the inventory report, the principle investigator obtains department head/chairman approval and forwards the report and request to transfer the equipment to the vice president for research office of sponsored programs in accordance with established procedures for relinquishing title of research equipment to another institution.

Transfer of Surplus Equipment to Another Institution (cont’d)

If the request is approved by the vice president for research, the principal investigator forwards the request via memorandum to the PP&E. The memorandum must contain the following information for each item. - source of funds - inventory number of the surplus equipment - description of the surplus equipment - present location (building and exact room number) - approval signature of the department head/chairman Upon receipt of a copy of the list of equipment approved by the vice president for research, the inventory division prepares an inventory deletion form and obtains the department head/chairman’s approval signature on the form. The inventory division obtains the property manager’s approval signature on the inventory deletion form and deletes the items from the UTMB inventory records. Inventory division personnel remove inventory tags and witness the removal of the equipment from UTMB. NOTE: The department must provide the inventory division with sufficient notice to arrange for personnel to witness the transfer.

Special Note	Notwithstanding any other provision in the handbook to the contrary, the disposition of any surplus or salvage property that constitutes either (a) equipment that can be used for instructional purposes, or (b) data processing equipment shall be handled in accordance with Part Two, Chapter VII, Section 8 of the Regents’ Rules.