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Procedure: 10-1

Effective: April 2, 1990

Owner: Financial Analysis,
Office of the University Comptroller

Latest Revision: May 31, 2005

Preparation of Equipment Inventory Change Request

Procedure Steps

Scope | System References | Policy | Responsibility | Distribution | Ownership

Scope

Form P1 must be prepared by a department or organization for disposition of capital equipment items (tagged with UVA Property Asset tag, ETF Asset Tag or Government Asset tag or Property Sticker). This includes capital items to be: 1) Surplused, 2) Transferred internally between locations or organizations, 3) Transferred to another institution, 4) Cannibalized or Stolen or Traded-in, etc.

System References [Top]

 

Policy [Top]

VIII.E.4 -- Fixed Assets Accounting (Property): Maintenance of Equipment Records,
X.A.1 -- Fixed Assets Accounting (Property): Maintenance of Equipment Inventory
X.A.2 -- Fixed Assets Accounting (Property): Transfer of Research Equipment to the University

Responsibility [Top]

 

Distribution [Top]

Fiscal Administrators

Ownership [Top]

The Director of Fixed Assets Accounting is responsible for ensuring that this procedure is necessary, reflects actual practice, and supports University policy.

Activity Preface [Top]

Obtain blank forms (P-1 Equipment Inventory Change Request) from fiscal administrators or from Forms Directory website (search “Property” – look under “E”).

Submit P-1 from to: Inventory Specialist, (Mike Williams) of the Fixed Assets Accounting (Property) Group in Carruthers Hall. See special notes below:

Surplusing Equipment Note: P-1 form must be submitted and approved by Fixed Assets Accounting PRIOR to completing the Surplus Request Form.

Transferring Equipment Internally – department/organizations approve transfers. Submit approved P-1 after disposition is completed.

Transferring Equipment to Institutions – see policy X.A.2 for instructions.

The completed Form P1 can be faxed (982-2163) or submitted via inter-office mail to Mike. If easier, an alternate way of submission is to have the completed form submitted by forwarding it as an attachment to each person for their approval and finally to Mike.

Instructions for Completing Form P-1

The numbered items on the sample form should be completed as follows:

SECTION A - TRANSACTION IDENTIFICATION

  1. Check the appropriate box for the type of transaction being reported. Only one box or type of transaction should be checked per form.
  2. Additional information is required for the following:
          TRANSFERS:

    1. To another department - enter the department's name.
    2. To another location - report only permanent moves between rooms or buildings.
    3. To another institution or state agency - enter the name and attach a justification letter approved by the department head and dean or vice-president.
    4. Off-grounds site (must complete Off-Grounds Equipment Certification Form P-2).

          DISPOSALS:

    1. Trade-in - enter the purchase order number of the new piece of equipment. Enter asset number of equipment traded in in Section B.
    2. Returned to vendor for replacement - enter asset number in Section B.
    3. Cannibalized - enter asset number in Section B.
    4. Theft/mysterious disappearance - enter as much information as available in Section B. Also attach police report or police report number.
    5. See also Policy X.F.1.
    6. Other: be very specific and include any supporting documents.

SECTION B - EQUIPMENT IDENTIFICATION

  1. Asset tag number - indicate the University of Virginia tag number if available. Up to 5 items may be listed on a form although only one block may be checked in Section A.
  2. Description - enter the name for each item of equipment.
  3. Old location - for transfers and disposals, enter the present location of the equipment (building, floor and room number).
  4. New location - for acquisitions and intra-University transfers, enter the new location by building, floor and room number. May be completed by either the transferring or receiving department.

SECTION C - DEPARTMENT/ORGANIZATION IDENTIFICATION

      RELEASING DEPARTMENT/ORGANIZATION
  1. Organization number and name - enter the number and name of the department/organization whose equipment inventory records currently list the equipment involved.
  2. Person to contact - enter the name and telephone number of the person responsible for initiating the action.
  3. Signature of contact and date - enter date the form is prepared.
  4. Print name of department/organization Head, Chairperson, Director.
  5. Signature of department/organization Head, Chairperson, Director.
      RECEIVING DEPARTMENT/ORGANIZATION
  1. Organization number and name - enter thenumber and name of the department/organization whose equipment inventory records currently list the equipment involved.
  2. Person to contact - enter the name and telephone number of the person responsible for initiating the action.
  3. Signature of contact and date - enter date the form is prepared.
  4. Print name of department/organization Head, Chairperson, Director.
  5. Signature of department/organization Head, Chairperson, Director.


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