11-MOVEMENT AND LOCATION

11.30 OFF-CAMPUS USE AND LOCATION
EFFECTIVE
6/1/00		LAST UPDATE
10/24/05
PURPOSE: To provide direction to university departments on the requirements for the authorization of off campus location and use of university and sponsor equipment.
AUTHORITY: Powers and duties of the University President, ABOR Policy 3-801 and 3-802

Below authority applies ONLY to Federal Property (acquisition dollars or title):

48 Code of Federal Regulations 45.505 and 45.508
Office of Management and Budget Circular A-110

POLICY: The off campus movement, location and use of university and sponsor owned equipment must be authorized in writing by the responsible Dean, department head or director.

The custodial department remains responsible for the same standard of care, security, control, and maintenance of off-campus equipment, as if it is located on the campus.

University owned equipment shall be returned to the campus and not abandoned at an off campus location. When equipment is needed for use in a foreign country or remote location outside of Arizona and it is not practical to return it to the campus, advance sponsor approval will be obtained vesting title to the equipment in an institution of higher education, local public school, provincial or local government agency, local non-profit relief organization or as directed by the sponsor.

PROCEDURE:
    RESPONSIBILITY ACTION
    CUSTODIAL
    DEPARTMENT
    1. When it is necessary to locate or use University and sponsored owned equipment in a building or site not owned or leased by the University, the responsible staff member shall complete and submit a Certification Statement For Off-Campus Location Use of Equipment to his/her Dean, department head or director.

    2. The approval of the Dean, department head or department director is required before the item(s) are moved from the campus.

    3. Copies of the approved certification shall be sent to the departmental Business Office, Property Management-FSO and Sponsored Projects Services Property Manager, if the equipment was purchased on a Sponsored Projects account (300000 - 499999).

    4. Annually the departmental Business Office or designatee, shall conduct a physical inventory of off campus located equipment, and note the date and results of the inventory in the space provided on the Certification Statement.

    5. Enter the off-campus location in FFX Screen 535. If the item is at an employee’s home, enter "OFFCMP" in the “Room/Floor” field and the employee name in the “Other Location” field. Also on Screen 538, add a note pad with the employee’s address, date of authorization and expected return date. If the item is at a non -university owned or operated site, enter “OFFCMP” in the “Room/Floor” field and a description of where the equipment is located in the “Other Location” field. Use Screen 538 to add a notepad with a detail description of the equipment location, date of authorization, expected return date and responsible university employee to contact.
    PRINCIPAL
    INVESTIGATOR
    1. When equipment is needed in a foreign country or remote location outside of Arizona and it is not practical to return it to the campus, advance sponsor approval shall be obtained vesting title to the equipment in an institution of higher education, local public school, provincial or local government agency, local non-profit relief organization or as directed by the sponsor.

CROSS-REFERENCES:

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