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Business and Financial Policies and Procedures

12.3.5 Other Permanent Equipment Transfer Situations

Policy Statement

Equipment may be eligible for permanent transfer to another institution even if a researcher is not accompanying it. This type of request must be approved by University Property Accounting and Reporting (UPAR) and the Department of Central Management Services (CMS) at the State. In addition, an Agreement for Permanent Transfer of Equipment must be completed and signed by the Recipient Institution and the Comptroller at the University of Illinois.

Do not move any equipment until all these steps and approvals have been completed.


To transfer equipment to another institution:

  1. Consult Banner Fixed Assets to confirm that your unit is on record as the responsible organization for the equipment to be transferred and that it is titled to the state of Illinois.
  2. Contact UPAR to discuss the permanent transfer. UPAR will assess and determine if the transfer situation and equipment are eligible and appropriate to warrant a CMS exemption request letter. Once determined to be a viable state exemption request, UPAR will work with the unit to write an exemption request letter to CMS. CMS takes up to 30 days to approve or deny the request.
  3. If CMS approves, UPAR will inform the unit and instruct them to complete an Agreement for Permanent Transfer of Equipment form.
  4. The unit completes the Property Accounting Contract Approval Routing Form along with the Agreement, obtains the Recipient Institution signature and forwards it to UPAR.
  5. UPAR will apply the Comptroller signature and then send the Agreement to the unit letting them know they can transfer the equipment.
  6. UPAR will process a disposal for the transferred equipment.

Forms Used in this Procedure

Agreement for Permanent Transfer of Equipment
Property Accounting Contract Approval Routing Form (PA-CARF)


Related Policies and Procedures

12.3.4 Permanently Transfer Equipment with Researcher
12.4.5 Remove Data from Electronic Devices

Additional Resources


FABweb Transfers and Disposals Participant Guide


Last Updated: July 15, 2021 | Approved: Senior Associate Vice President for Business and Finance | Effective: July 2021

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