PURDUE UNIVERSITY
OFFICE OF THE BUSINESS MANAGER AND ASSISTANT TREASURER
WEST LAFAYETTE, INDIANA 47907
April 21, 1998
To: Vice Presidents, Chancellors, Deans, Directors, and Heads of Schools, Divisions, Departments and Offices
Re: BUSINESS OFFICE MEMORANDUM NO. 183
(Supersedes Memorandum 174, dated august 5, 1983 and Memorandum 183, dated June 11, 1990)
Movable Capital Equipment
The location, custody, and maintenance of all University-owned and Government-owned equipment is the responsibility of the head of the department for which the equipment has been purchased, otherwise acquired, or received on assignment.
The Business Procedures Manual addresses procedures for property management. A copy of the manual is located in each departmental business office and is also accessible through the Business Procedures Manual It is the responsibility of each business manager to be familiar with University property management procedures and to convey that information to you. The manual includes instructions for the movement of University-owned and Government-owned equipment, and instructions for the reporting of equipment that is excess to the department's needs. Property Management Form 9 (Request to Change Status of University Property) or Form 12 (Request for Use of University Property Off Campus) should be prepared and submitted to Property Management, in Accounting Services, to document when equipment has been moved, the reasons for the move, and any other pertinent information.
Federal regulations require the University to prepare Form 9's and Form 12's on a timely basis and to request timely disposition instructions from the appropriate sponsoring agency if Government-owned equipment is no longer in use on the federal agreement for which it was authorized. To comply with these regulations, we need your cooperation in identifying equipment that is no longer needed.
Property Management conducts a physical inventory of capital equipment every two years. This procedure offers consistency and assistance to departments in meeting their responsibilities. A listing of items not found in a building is returned to the accountable department for timely reconciliation.
In addition, listings of capital equipment are available in Administrative Report Access. The departments can use these lists to check equipment assigned to them. If the departments no longer have an item appearing on the list, an item has been moved to a location other than that shown, or if any other deviation exists, Property Management must be notified. Property Management Form 9's should be used for disposals, transfers between departments, change in locations, lost or stolen equipment, and cannibalization of equipment for spare parts. Property Management Form 12's should be used whenever equipment is being temporarily removed from campus for official University business.
The University's property management procedures are reviewed periodically by the Office of Naval Research to determine whether they are in compliance with Government requirements and are being observed by the departments and individuals in charge. This information is made available to each of the federal agencies funding grant and contract programs. Lack of property management controls can affect the support of future awards made to the University for capital acquisitions on federally-sponsored programs. It is important that the University maintain accurate property accounting records. This can only happen if the departments supply the necessary information. Each department is expected to maintain proper procedures to ensure accountability for all equipment under its control.
Please share this information with the staff in your department. Assistance and further information on how to access property lists on line can be obtained by contacting Property Management at 49-47374.
Kenneth P. Burns
Vice President for
Business Services and
Assistant Treasurer
TO: Vice Presidents, Chancellors, Deans, Directors, and Heads of Schools, Divisions, Departments and Offices
DATE: April 21, 1998
SUBJECT: Property Management Procedures
Business Office Memorandum No. 183 (above) describes Purdue's property management procedures. The location, custody, and maintenance of all University-owned and Government-owned property is the responsibility of the head of the department for which the equipment has been purchased, otherwise acquired, or received on assignment. This memorandum requests that you review and remind the appropriate responsible staff in your schools/divisions and departments of the provisions of Business Office Memorandum No. 183.
Business Office Memorandum No. 183 additionally requires departments to review the utilization of Government-owned equipment. Government-owned equipment are capital assets used for sponsored program activities at Purdue University, but title to the equipment remains with the Government. This equipment is authorized for the use described in the Federal Government Agreement. Once the described use has been completed, Sponsored Program Services should be contacted to determine appropriate disposition of the equipment.
This reminder should be shared with your departmental staff. Complete property management procedures are contained in the Business Procedures Manual, which is accessible through the Business Procedures Manual. Any questions may be addressed to the appropriate project administrator in Sponsored Program Services or Tony Marzoli, Property Administrator, at 49-47374.
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