Internal Equipment Transfers

Internal Transfer is the transfer equipment from your department to another within the University, removing it from your department's records.  (You may give or sell it to the other department).  

Procedure

Department:

• Identifies items for transfer between UW departments.
• If the equipment is federally owned or funded on current awards, the Department contacts EIO to arrange for sponsor approval. Please see this page for details.
• If required sponsor approval is received, the Department negotiates with the other department about the price of the item, if any.
• If you decide to sell the item instead of give it to another internal University department, submit a Journal Voucher to reassign funding for the negotiated amount. You may not process this payment using a CTI.  Note:  You may not use federal funds to purchase items that were originally bought with federal funds.  This would be billing the government twice for the same item.  Submit as follows:
  • Work with EIO to prepare the Journal Voucher form
  • Send the Journal Voucher request to eio@uw.edu and alawson@uw.edu.
  • EIO will send the Journal Voucher to jvreq@uw.edu.
  • Initiates request for transfer by submitting a Property Activity Request - Form 1024 to Equipment Inventory.
    • Check Box A.  Complete the section by entering:
      • Name of new custodian, receiving department name, and mailing address.
      • Accountable budget number - the receiving department's budget number (used only to transfer accountability - no charge to the budget)
      • Contact Person - the person who is receiving the item and is able to answer questions 
      • Campus Phone Number - Contact Person
      • Transportation Requires - check "Yes" or "No"
      • Obtains a signature from authorized departmental approver (manager or higher) from both the transferring and the receiving departments.
    • Distributes copies of completed Property Activity Request - Form 1024.
• Negotiates moving the property with the new owner department. Moving Services can help if the equipment is large.
• Relocates the property according to agreement with new department.
• Maintains copy of Property Activity Request - Form 1024 for 6 years.

Equipment Inventory:

• Verifies that the Property Activity Request - Form 1024 is complete.  If any information is missing, returns the form to the department for completion.  Common information missing includes:
  • Illegible tag number(s)
  • Unauthorized signature(s)
  • Identical "Contact Person" and "Approved by" - these cannot be the same
  • No reason for disposal indicated
• Process the completed form and removes the equipment from the department's inventory.
• Maintains copy of Property Activity Request - Form 1024 for 6 years.
• Prepares annual deletion reports and sends to departmental Head for review.

^{Last updated 02 October 2023}