Accounting Services

Property Movement

Property Control, Joe Tacoronte, 351-2389

The movement of equipment on campus is sometimes necessary due to relocation of offices, equipment no longer needed, the trade in or sale of equipment to other Organizations, and due to loss or other reasons. Whenever equipment is to be moved from one location to another, it is necessary to notify Property Control so that property records may be updated.

A series of forms are included to make this reporting easier. The paragraphs below will assist in determining which form should be used for different types of equipment movements. Forms are to be completed for movement of property that has a cost or market value of $5,000 or more.

All Property Control forms may be downloaded from the Financial Services Forms Site

Click on these links for a description of each form:

Capital Equipment Transfer Form

(Equipment value $5,000 or more)

This form should be used to report the movement of equipment having a value of $5,000 or more from one building to another, one Organization to another, or the temporary storage of an item. Complete the form as follows:

  • Name of Organization requesting the move
  • Organization number
  • Authorized signature
  • UNC property tag number
  • Item description and serial number
  • Building and room number where the item is being moved from and to.

Once the equipment is moved, the form should be signed by the person accepting the equipment and the new Organization number should be noted.

Forward the completed form to Property Control so that inventory records can be updated to reflect the change in location.

Obtain a copy of the Capital Equipment Transfer Form (Equipment value $5,000 or more)

Capital Equipment Trade-In Form

(Equipment value $5,000 or more)

This form is to be used exclusively for items with a value of $5,000 or more that are being traded in on new equipment. Complete the form as follows:

  • Organization name and number
  • Authorized signature
  • UNC property tag number
  • Item description and serial number of the item being traded in
  • Name of the vendor taking the item in trade
  • Amount of the trade-in allowance to be given for the item
  • Purchase order number for the purchase of the new equipment.

Forward the completed form to Property Control so that the item traded in can be removed from the inventory records and the value of the new item adjusted for the amount of trade-in allowance.

Obtain a copy of the Capital Equipment Trade-In Form (Equipment value $5,000 or more)

Capital Equipment Surplus Form

(Equipment value $5,000 or more)

This form is to be used to report items having a value of $5,000 or more that are sent to salvage, are donated or are scrapped. Complete the form as follows:

  • Name of the Organization requesting action
  • Organization number
  • Authorized signature
  • UNC property tag number
  • Item description and serial number
  • Building and room number where the equipment is currently located
  • Condition of the property
  • Method of disposal, using the options noted on the bottom of the form
  • If applicable, indicate the date the item is available for pick-up
  • If the item will be donated, indicate the name of the entity to receive the donation and have the form signed by an individual from the receiving entity.

Forward the completed form to Property Control so that inventory records can be updated.

Obtain a copy of the Capital Equipment Surplus Form (Equipment value $5,000 or more)

Lost, Stolen or Missing Equipment Form

(Equipment value $5,000 or more)

This form should be used to report property with a value of $5,000 or more that has been lost, stolen or is missing for any other reason. Complete the form as follows:

  • Name of the Organization reporting the loss
  • Organization number
  • Authorized signature
  • UNC property tag number
  • Item description and serial number
  • Date that the property was noted missing
  • UNC Police Report number. (A report must be filed with the UNC Police Department for all instances of missing property.)

Forward the completed form to Property Control so records can be updatedand insurance claims can be filed.

Obtain a copy of the Lost, Stolen or Missing Equipment Form (Equipment value $5,000 or more)

Off Campus Equipment Form

(Equipment value $5,000 or more)

This form is to be used in the event that equipment with a value of $5,000 or more will be taken off campus. Individuals who are taking equipment off campus assume the risk of loss, and may be held liable for the replacement cost of the equipmentif it is lost, stolen or damaged. Their signature on this form implies that they are aware of this condition and assume the responsibility for the equipment. Complete the form as follows:

  • Name of the Organization responsible for the equipment
  • Organization number
  • Authorized signature
  • UNC property tag number
  • Item description and serial number
  • Name of the individual taking custody of the equipment
  • Address where the equipment will be located
  • Signature of the individual taking custody of the equipment.

Return the completed form to Property Control.

Obtain a copy of the Off Campus Equipment Form (Equipment value $5,000 or more)

It is recommended that copies of all forms be kept by Organizations. Permission is given to duplicate any of the forms as necessary.