11-MOVEMENT AND LOCATION

11.20 INTER-DEPARTMENTAL SALES
EFFECTIVE
6/1/00		LAST UPDATE
12/01/02
PURPOSE:
 To provided direction to University departments regarding the procedure for processing inter-University sales of equipment
AUTHORITY:
 Powers and duties of the University President, ABOR Policy 3-801 and 3-802
POLICY:

University property may be sold to another University department, however, equipment initially purchased with Sponsored Project funds, cannot be purchased interdepartmentally with Sponsored Project funds.

 
PROCEDURE:
    RESPONSIBILITY   ACTION
    CUSTODIAL
    DEPARTMENT    		  
    1. Offer excess property for sale to other University entities.

    2. Negotiate a price with the buying department.

    3. Log on to the Surplus Property website at https://uaauctions.arizona.edu/default.aspx and fill out an inter-department transfer request.

    BUYING
    DEPARTMENT     		 
    1. Log on to the Surplus Property website at https://uaauctions.arizona.edu/default.aspx to acknowledge the transfer.
    CUSTODIAL
    DEPARTMENT    		  
    1. Prepare an Interdepartmental Billing Form. Indicate the account to be credited in the bottom half of the form and write the property's UA tag number in the Comments section or attach the asset's Asset Control Sheet, obtain required signatures, retain copy 4 of the IBF and forward copies 1 - 3 to the buying department
    BUYING
    DEPARTMENT    		  
    1. Complete the Interdepartmental Billing Form (IBF) with the account to be charged and obtain required signatures.

    2. Note changes on the Asset Control Sheet (for example, new location, custodian).

    3. Retain copy 3 of the IBF and forward copies 1 and 2 and the Asset Control Sheet to the Miscellaneous IDB unit.

    MISCELLANEOUS
    IDB UNIT     		 
    1. Process the IBF, debiting the buyer's account and crediting the seller's account.
    FSO-PROPERTY MANAGEMENT  
    1. Review Surplus Property website twice a month, and update the new location, department, and custodian of the transferred property in the University Fixed Asset Sytem (FFX).

    2. Send an Asset Control Sheet to the buying department

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