Procedure:  10-50

Effective:  September 30, 2001

Owner:  University Comptroller

Latest Revision:

Scope

This procedure details the steps that must be followed when acquiring or disposing of fine and decorative art pieces.

System References [Top]

Related forms available in the University Forms Directory:

Department: Development
"Deed of Gift"

Department: Property Accounting
"Art Inventory Report Form"
"Art on Grounds Condition Evaluation Form A" (Two-dimensional objects)
"Art on Grounds Condition Evaluation Form B" (Three-dimensional objects)

Policy [Top]

This procedure corresponds to, and should be read in conjunction with, the following policy:

•  Acceptance and Maintenance of Works of Fine and Decorative Art
  -- Policy X.E.2

Responsibility [Top]

Distribution [Top]

Ownership [Top]

The Office of the University Comptroller is responsible for ensuring that this procedure is necessary, reflects actual practice, and supports University policy.

Procedure Steps

Acquisition
I.  Gift
	1.	Confirm with University Art Museum whether or not the piece is of museum quality.
	2.	Complete Deed of Gift form.
	3.	Complete Art Inventory Report form.
	4.	Forward both forms and all supporting documentation to the Director of Gift Accounting, Development Office.
	5.	Director of Gift Accounting signs Deed of Gift form, records gift, and forwards copies of all documentation to the Manager of Property Accounting including the Condition Report.
II. Purchase
	1.	Code PO or Payment Voucher with expenditure type "Equip, Exhibit".
	2.	Complete Art Inventory Report form when item is received.
	3.	Forward form to the Manager of Property Accounting.
Disposal
	1.	Confirm with University Art Museum whether or not the piece is of museum quality.
	2.	Contact the Manager of Surplus Property for disposal procedures.
	3.	Sale proceeds will be used for acquisition of new pieces or for the direct care and conservation of University-owned pieces.
Insurance
	1.	Items are automatically insured by the University once the work of art and its value has been reported to Property Accounting.
	2.	Retain copies of appraisals or other evidence of the work's value for insurance claim purposes.
Accountability
	1.	Annual inventory must be completed and returned to Property Accounting.
	2.	Maintain a file on each piece of artwork owned by the department including the Condition Report and photo or slide.
Loans
	1.	Send any outside requests for loans of University-owned artwork to both the Office of General Counsel and the Office of Risk Management for approval.
	2.	The University Art Museum must handle all approved external loans of artwork.
	3.	Internal loans between University departments do not need approval by the Office of General Counsel or the Office of Risk Management, and can be handled by the department.
Transfer of Works of Art to the University Art Museum
	1.	Contact University Art Museum to request transfer of artwork to the Museum.
	2.	Once approved, send original Letter of Transfer (see Policy for suggested format) to the Registrar of the University Art Museum.
	3.	Send copy of Letter of Transfer to Property Accounting.
	4.	Keep a copy of Letter of Transfer.
	5.	Artwork cannot be sold to another department.

End of Activity