Property Control Related BAONews

Equipment Transfers

The Business Affairs Office Property Control Department would like to remind University of Oregon personnel of their responsibilities when transferring, moving, or cannibalizing capital or high-risk equipment.  In order to have the most accurate equipment information in the Banner Fixed Asset System, departments must notify Property Control regarding changes to equipment status.  Please use the Asset Maintenance Form.

Changes to equipment status include but are not limited to:

  • Transfer of ownership from one department to another department (with or without a financial transaction)
  • Move from one location (building or room) to another
  • Move off-campus for University business
  • Cannibalization (parting out) of obsolete or broken equipment
  • Loss or theft of equipment

Before transferring equipment between departments, please note:

  • Sponsored Project Services (6-5131) approval must be obtained when dealing with equipment purchased with sponsored funds or when purchasing equipment with sponsored funds
  • Ensure there are no restrictions preventing the transfer of gifted equipment

When a transfer of equipment between departments includes financial compensation, Property Control can assist departments with the completion of a journal voucher in Banner. 

  • For minor equipment sold by service center or auxiliary:

Debit: Purchasing department’s index, account code 20200 (Minor Equipment) or other appropriate expense account code

Credit: Selling department’s index, account code 09350 (Resale of Equipment Internal Sales)

  • For minor equipment sold by non-proprietary department:

Debit: Purchasing department’s index, account code 20200 (Minor Equipment) or other appropriate expense account code

Credit: Selling department’s index, account code 79350 (Resale of Equipment Internal Sales)

  • For capital equipment:

Property Control will complete the appropriate accounting entries and update the fixed asset record

The value of equipment can be determined from:

  • Outside appraisal
  • Qualified expert on the faculty or staff if he or she is considered to hold special knowledge or expertise related to the property
  • Qualified outside source such as "blue book" or a knowledgeable dealer

If departments want to offer their unneeded working equipment to other departments around campus or are looking for specific equipment, please review the Surplus Property website.

General Surplus Reminder

The Business Affairs Office (BAO) Property Control Department would like to remind University of Oregon (UO) personnel of their responsibilities concerning surplus property. Surplus property is defined as all UO property including lost, mislaid, abandoned, worn-out, obsolete, otherwise not suitable for its intended use, or excess to the institution’s needs. The disposal, sale, or donation of surplus property must be coordinated through the BAO Property Control Department. UO department personnel are not authorized to sell, give away or take UO property for personal use, surplus or otherwise.

The BAO Property Control Department can assist your department with the different methods of disposal which may include:

  • Redistribution to campus by posting to the surplus website at surplus.uoregon.edu for a minimum of one week for usable items
  • Donation to a non-profit organization
  • Sale via consignment, online, or auction
  • E-waste recycling (complete the online Property Disposition Request)

Other campus recycling services include:

  • The UO Zero Waste Program operates the Reusable Office Supply Exchange (R.O.S.E.) located in 182 PLC. For information about obtaining or recycling office supplies or recycling other miscellaneous materials, please visit https://cpfm.uoregon.edu/zerowaste
  • Campus Planning and Facilities Management operates the Surplus Furniture Exchange located in the Romania building. For information about obtaining or recycling used furniture, please visit cpfm.uoregon.edu.

Under certain conditions, ownership of equipment purchased with sponsored funds may not reside with the UO. The sponsor may require the equipment to be returned or disposed of in accordance with their policies or the contract’s terms and conditions. To ensure compliance with this policy:

  • Sponsored Project Services approval must be obtained prior to disposal

All disposals must be coordinated through the BAO Property Control Department

High-Risk Reminder

The Business Affairs Office (BAO) Property Control Department would like to notify University of Oregon (UO) personnel of a change in asset inventory procedures. In response to a 2004 OUS Internal Audit comment, the BAO collaborated with campus units to centrally tag, track, and inventory high-risk minor equipment. After discussion with UO Internal Audit and other affected parties, effective FY20, BAO Property Control will no longer be performing these tasks.

All UO employees have a responsibility to safeguard UO assets under their control and any data contained in them. To accomplish this, departments should continue to track and monitor the use of their high-risk equipment in accordance with UO’s Data Classification Policy and the documents referenced within. Currently, a number of departments track their equipment by utilizing Microsoft Excel/Access or the CAS IT system. Tracking and monitoring equipment helps identify ownership, ensures accurate records in case of loss, and promotes appropriate stewardship of UO assets.

The high-risk inventory information currently stored in the Banner Fixed Assets system can be accessed using Banner page FWIFLST. Query on disposal code HR and your responsible organization codes.

This change does not affect the requirement to dispose of all equipment (including high-risk) through BAO Property Control and the E-Waste program. Additionally, BAO Property Control will continue to tag, track, and inventory capitalized and leased assets in accordance with Federal, State, and UO requirements.

Loaned Property

The Business Affairs Office (BAO) Property Control Department would like to remind University of Oregon (UO) personnel of their responsibilities associated with loaning University property to employees, students, or outside entities.

Often, UO employees and students need to use University- owned equipment for business or educational purposes outside of the UO.  The BAO Property Control Department recommends that a Property Receipt Form or departmental equivalent be completed and retained within the department.

The completed form should include the following information:

  • Department lending the equipment
  • Dates of the loan
  • Location where the equipment will be used
  • Description of the equipment
  • Borrowers name and signature
  • Department head or authorized representative name and signature

If property is being loaned to an outside entity for business or educational purposes, please work with Purchasing and Contracting Services (PCS) before the equipment leaves the University. PCS will assist you with an Outgoing Property Loan Agreement.  For capital or high-risk equipment, please also complete the Asset Maintenance Form and forward it to the BAO Property Control Department. This will ensure compliance with Federal, State, and UO requirements regarding the tracking of University assets.

Non-Owned Property Reminder

The Business Affairs Office (BAO) Property Control Department would like to remind University of Oregon (UO) personnel of their responsibilities associated with using non-University owned property in the course of UO business. 

In general, the UO does not accept responsibility for non-University owned property that is damaged, lost, or stolen.

University insurance coverage can be provided for non-University owned property that meets all of the following requirements:

  • Is reported to and tracked by the BAO Property Control Department
  • Is used for official University business
  • Its use has been approved by your department head or director
  • Is not for personal use (ex. personal refrigerators, fans, pictures, paintings, plants, radios, etc.)
  • Is referenced in a properly executed Incoming Personal Property Loan Agreement (IPA) (refer to the instructions for additional information)
  • The loss claim meets the minimum deductible per occurrence and any other applicable policy requirements

Please note, University departments may be held responsible for the difference in the insurance proceeds and the repair or replacement cost per the Personal Property Loan Agreement.

The BAO Property Control Department suggests that individuals who have personally owned property on campus take the following precautions to avoid the possibility of it being mistaken for University-owned property:

  • Mark the equipment for identification of ownership
  • Provide the department head with a list of personally owned property being used on University premises

Should confusion arise, proof of ownership will rest with the individual, not with the UO.

Surplus of Electronic Equipment (E-waste)

Cleaning up your department? Send your old or unwanted electronics to us.

The Business Affairs Office Property Control Department would like to remind University of Oregon personnel of electronic waste (e-waste) disposal services available to campus departments.

E-waste is anything that has a cord, wires, or batteries. The disposal of e-waste is coordinated through the Property Control Department in collaboration with Campus Operations. If your department has e-waste that needs to be disposed of, it can be picked up from your department free of charge.

If your department has e-waste:

  • Usable items must first be offered to campus on the surplus website for one week. Non-working and obsolete items do not need to be offered to campus.
  • To request an e-waste pick-up, a Property Disposition Request (PDR) form needs to be completed and sent to the Property Control Department.

The Property Control Department:

  • Cleanses data storage devices according to Department of Defense standards
  • Coordinates donations of equipment to qualified non-profit organizations
  • Coordinates the sale of surplus property
  • Coordinates the disposal of e-waste and other surplus property
  • Manages the surplus website for the redistribution of equipment on campus. Check the surplus website for items that your department may need
  • Maintains a small supply of electronics available for campus redistribution

For other recycling services:

  • UO Zero Waste Program operates the Reusable Office Supply Exchange (R.O.S.E.) that is located in 182 PLC. For information about obtaining or recycling office supplies, please call 6-0961.
  • Campus Planning and Facilities Management operates the Surplus Furniture Exchange that is located in the Romania building. For information about obtaining or recycling furniture, please call 6-2319.
Trade-ins

The Business Affairs Office (BAO) Property Control Department would like to remind campus departments of their responsibilities regarding trade-in of University of Oregon (UO) equipment.

Equipment includes:

  • Capitalized equipment (generally $5,000 or greater and has a useful life of greater than one year)
  • High-risk and other minor equipment (generally less than $5,000 or has a useful life of less than one year)
  • Vehicles
  • Vessels

Trade-ins include, but are not limited to:

  • Capitalized equipment for capitalized equipment
  • Minor equipment for capitalized equipment
  • Capitalized equipment for minor equipment
  • Minor equipment for minor equipment

Before trading-in equipment, please note:

  • Sponsored Project Services approval must be obtained when trading-in equipment purchased with sponsored funds
  • Gifted equipment must be reviewed to ensure no restrictions for trade-in exist
  • A cost-benefit analysis of asset(s) to be traded-in should be performed.  Things to consider:
    • Would the use of the equipment by a UO department outweigh the trade-in value?
    • Would another UO department be willing to purchase the equipment?
    • Is trading in the equipment the most efficient and effective method of disposal?

After trading-in equipment:

  • In addition to the standard document text in the Banner invoice please list:
    • The description and asset number (if applicable) of the equipment being traded in
    • Amount of trade-in value for each piece of equipment

Please complete and submit an Asset Maintenance Form to the Property Control Department