Equipment Transfer

Before beginning the transfer process, it is important review the equipment record in Banner (FFIMAST) to ensure that your department has custodial responsibility for the equipment being transferred. You may not transfer equipment belonging to another department.

Interdepartmental Transfers

An interdepartmental transfer occurs when responsibility of a piece of equipment is moved from one University department to another department permanently, and not just loaned on a temporary basis. Transfer of custodianship and transfer approval occurs through FABweb. See Performing Transfers in FABweb FA103 FABweb Transfers and Disposals Lesson 1 (PDF).

Campus-Specific Information

At the Chicago and Urbana-Champaign campuses, only the transfer of items that are recorded in Banner need to be entered in the Transfer transaction in FABweb. The primary function of this transaction is to authorize and execute the reassignment of custodial responsibility in Banner.

For information on specific transfer requirements, see Section 12 Property Accounting of the Business and Financial Policies and Procedures manual.

At the Springfield campus, all items to be transferred must entered in the Transfer transaction in FABweb, regardless of whether they are recorded in Banner or not. The Excel spreadsheet created by FABweb also serves as a work order notification for UIS Building Services to physically move the equipment on the UIS campus.

Internal "Sale" to Another Department

If equipment held by one department can be used by another department, and there is a mutual agreement for the receiving department to pay for the equipment, a transfer "sale" transaction can be made between the two departments. The "sale" is usually accomplished via a budget transfer from the receiving department to the originating department, for the agreed-upon amount. For more information, please see  Internal "Sale" to Another Department FA103 FABweb Transfers and Disposals Appendix C.

Allowable Funding Transfers: Only certain types of budget or funding transfers are allowed to compensate for the equipment.   Check with your business office if you have any questions about allowable funding transfers. Please see the list of Allowable Funding Transfers FA103 FABweb Transfers and Disposals Appendix C.

Process outline: Process a Transfer in FABweb is used to record the transfer of custody in an internal sale to another department. Please see Performing Transfers in FABweb FA103 FABweb Transfers and Disposals Lesson 1 for more information.In addition to processing a Transfer transaction in FABweb, the property contact of the originating department must create a journal voucher using the Journal Voucher Entry Form (FGAJVCD) in Banner to process the fund transfer. Please see Journal Vouchers FA103 FABweb Transfers and Disposals Appendix C for instructions.

Retrieving Equipment from the Surplus Warehouse

The University of Illinois is committed to maximizing the use of its equipment resources. To facilitate this, the University has implemented equipment redistribution processes and invested in surplus warehouse facilities and staff. Departments in need of equipment should access the existing resources to identify what surplus equipment is available. In most cases, they are available without charge, other than transportation costs. Generally, except for the Springfield campus, the receiving department is responsible for any transportation costs, but this may be negotiated when transporting equipment between two departments.

It is important to note that surplus equipment can only be retrieved for University use only. University equipment is not for personal use.

Departments currently have three options to identify surplus equipment and furniture:

  • State and Federal Surplus Warehouses (FA104 Equipment Loans and Other Transfers)
  • Campus surplus redistribution warehouse (FA104 Equipment Loans and Other Transfers)
  • Contacting other departments who have posted notices of available surplus equipment in one of the following ways:
    • distributed a notice through campus mail, e-mail, or campus list serves announcing the availability of surplus equipment
    • posted an announcement of available surplus equipment on their departmental web site
    • requested that UPAR send out an e-mail notice to their campus contacts

Sponsored project equipment transfer

Equipment purchased with restricted, sponsored research funds may be transferred to another institution with a researcher under certain conditions, and with the following required approvals:

  • the researcher
  • the department head
  • the college dean
  • the recipient institution
  • the Vice Chancellor for Research (UIC only)
  • the campus OBFS grants office
  • University Property Accounting and Reporting (UPAR)
  • Illinois Department of Central Management Services (CMS)

The required approvals must be obtained on the Request to Permanently Transfer Sponsored Equipment with Researcher form (MS Word). Please see Process Outline FA104 Equipment Loans and Other Transfers for details. Transferring equipment purchased from private gift funds, State Appropriations, and/or University Self- Supporting activities requires an additional approval from UPAR.

Arrangements for transferring sponsored equipment to another institution are made by the transferring department, in conjunction with the campus OBFS grants office and UPAR.  

For more information, see the Section 12 Property Accounting of the Business and Financial Policies and Procedures manual.

Training

It is recommended that individuals responsible for equipment transfers  complete the FA103 FABweb Transfers and Disposals and FA104 Equipment Loans and Other Transfers courses. Please see Training section to find out what courses are offered or find job aids and other training materials.

 

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Last Updated: January 31, 2011