12.3.1 Transfer Equipment to Another Unit

Policy Statement

All parties involved in the transfer must agree to the transfer before processing the transfer through FABweb. Ownership does not transfer to the receiving unit until the transaction has been completed. To avoid problems with your biennial inventory, process transfers quickly.

If your unit receives equipment from surplus, it is processed as a transfer. Surplus will initiate and complete the transfer record.

Procedure

To transfer equipment to another unit:

Originating Unit

1. The originating unit consults Banner Fixed Assets to confirm that their unit is on record as owning the equipment to be transferred and that it is state of Illinois property.
2. Eliminate data from electronic storage media unless required for sponsored research.
3. The originating unit logs on to FABweb and selects "Process a Transfer." They enter the identifying information (PTag or OTag) and retrieve the record for the equipment to be transferred.
4. The originating unit uses FABweb to forward the transfer transaction to the originating unit's approver. The approver uses FABweb to forward the transaction to the receiving unit's approver.

Receiving Unit

5. The receiving unit's approver uses FABweb to forward the transaction to their unit Property Accounting contact.
6. The receiving unit contacts their university Facilities unit to arrange for moving the equipment.
7. When the equipment has been received, the receiving unit's Property Accounting contact completes the transfer transaction in FABweb. They assign an equipment location code and forward the transaction to Banner Fixed Assets.
8. The receiving unit reviews the Entity Code for the asset. If it is not accurate, submit an Entity Code Change Request form.

Both Units

9. Both units confirm that the transfer was done correctly by consulting the record in Banner Fixed Assets.

Forms Used in this Procedure

Entity Code Change Request
FABweb Transfers and Disposals Participant Guide

Additional Resources

Urbana - Facilities and Services
Chicago - Facilities Management Service Desk
Springfield - Facilities Scheduling and Services

Last Updated: December 4, 2018 | Approved: Senior Associate Vice President for Business and Finance | Effective: June 2011