Property Movement

EFFECTIVE NOVEMBER 1, 1996
Property Control 351-1830

The movement of equipment on campus is sometimes necessary due to relocating of offices, equipment no longer needed, trade in or sale of equipment to other departments, loss or other reasons. Whenever equipment is to be moved from one location to another, it is necessary to notify Property Control so that property records may be updated.

A series of forms are included to make this reporting easier. Different  forms will be necessary under different circumstances. The paragraphs below  will assist in determining which form should be used for different types  of movements.

All Property Control Forms may be downloaded from the Financial Services Forms Site

Click on these links for a description of each form:

• Capital Equipment Transfer Form
• Capital Equipment Trade-in Form
• Declaration of Capital Equipment Surplus Form
• Lost, Stolen, or Mysterious Disappearance Form
• Off Campus Equipment Report Form
   

Capital Equipment Transfer Form

This form should be used to report movement of equipment from one building to another, one department to another, or temporary storage of an item. The responsible person requesting the move is from the department currently responsible for the equipment, and the department number is the attribute  code listed in this manual. The UNC property tag number, or a description including the serial number of the item, needs to be entered to identify  the equipment being moved. Then the building and room number of the location where the item is being moved from and to should be filled in so that property records can be updated. The signature of the person accepting the equipment and the department number need to be filled in so that property control can change the information on future inventory reports.
 

Capital Equipment Trade-In Form

This form is to be used exclusively for items that are being traded  in on new equipment. The name of the department and the department number need to be filled in, and signed by the responsible person from the department.  The UNC property tag, or a description of the item being traded in and  the serial number should be entered, along with the vendor taking the item in trade, the allowance being given for the item, and the purchase order number that the new equipment is being purchase on. This form should be  forwarded to property control so that the traded in item can be removed  from the inventory records, and the new item adjusted for the trade in allowance.
 

Capital Equipment Surplus Form

This form is to be used to report items that are being sent to Salvage, Auction, Donated, or are Scrapped. The name of the department and the department number need to be written in. In addition, the signature of an authorized person from the department needs to be on the form. Include the property tag, (UNC ID number) or description and the building and room number that the equipment is currently located. Please also include the condition that the property is in according to the options listed at the bottom of the report. Indicate the date the items will be able to picked up. Indicate the method of disposal according to the options at the bottom; Salvage, Scrap, Auction, or Donation. If the item is being donated, please indicate to whom on the form. When the form has been properly completed please forward to the property control office so that the records can be updated for future inventories and included if indicated, in the auctions.
 

Lost, Stolen, or Mysterious Disappearance Form

This form should be used in the event of lost, stolen or disappearance of property belonging to the University. The name of the department reporting the loss and the department number must be indicated at the top of the form, along with the signature of an authorized person from the department.  As with the other forms, indicate the UNC tag number or the description  of the item(s) that have been lost, stolen or have disappeared. Indicate  the date that the property disappeared or the last time that it was seen. A police report must be filed with the UNC campus police in all of these  cases. The police report number needs to be included on the form to be  attached to the Police report and all insurance forms. Please forward the completed form to the property control office so records can be updated  and insurance claims can be filled.
 

Off Campus Equipment Report Form

This form is to be used in the event that property will be taken off campus. Individuals who are taking equipment off campus assume the risk of loss, and may be held liable for the replacement cost of the equipment  lost, stolen or damaged. Their signature on this form implies that they are aware of this condition, and assume the responsibility for this equipment. The name of the department responsible for the equipment, department number(s)  and, signature of authorized persons must be completed. Include the UNC  tag number or description, the name of the individual having the property,  address where the equipment will be located and the signature of the individual  who has custody of the property. When this form is completed please send  to the property control office.

It is recommended that copies of all forms be kept by departments. Permission  is given to duplicate any of the forms as necessary.