Transfer of Property Form
To properly comply with state rules governing the tracking of property, the Transfer of Property Form has been revised. These instructions reflect those revisions and should also be used with the old forms. Forms received which do not include clear and complete information will be returned to the department. The Transfer of Property Form MUST be submitted and approved by Property Control before any action is taken.
Form
| STEP | INSTRUCTIONS |
|---|---|
|
1 |
Check the Please transfer for us box if you wish the Physical Plant Warehouse to move the items for you. Or Check the We are transferring box if you are moving the items yourself. Note: The warehouse will not move items that are not listed on this form. |
|
2 |
Enter the 萝莉社 Property Number (black and white) in the Property Number column, if available. Do not provide UCATS numbers. If there is no 萝莉社 Property Number, or the number is illegible, the following information must be provided, if available:
Note: Only 1 item is to be listed per line in the Items to be Transferred column. If there are 2 or more "like" items (e.g., chairs), each item should be separately listed showing identifying information for each (e.g., Chair, brown cloth w/arms; Chair, brown cloth w/o arms). If there are 2 or more "same" items and there are no property number or serial numbers, list the number of "same" items with a full description (e.g., 6 Chairs, brown cloth w/o arms). If more than one page is required, copy the original transfer form before completing. |
|
3 |
For items being transferred to the Physical Plant Warehouse: 3a. Provide the appropriate Condition and Disposition codes. Note: Condition Code 7 is not to be used without prior approval from Property Control. These codes are not required on items being transferred between departments. For all items being transferred: 3b. Include the Org. # (dept.#) and Bldg - Rm.# in the TRANSFER FROM and TRANSFER TO columns. Note: Use #1401 in the Org.# (dept #) field and Warehouse in the Bldg - Rm.# field for items being transferred to the warehouse. |
| 4 | Sign in the FORM Prepared By field and include the Telephone Ext and Campus Box. |
| 5 |
Ask the requestor to sign in the Department Supervisor Requesting Transfer field. |
| 6 |
For items being transferred to the Physical Plant Warehouse: 6a. Keep a green copy of the signed form for your records. Send all other copies to Property Control at Campus Box 38. For items being transferred to an internal department: 6b. Deliver the items and request the receiver sign in the Department Supervisor Receiving Transfer field and include the Rec. Dept. Box#. Note: Receiving departments should provide their Box # (Campus Box) for pink copy mailing purposes. 6c. Keep a green copy of the signed form for your records. Send all other copies to Property Control at Campus Box 38. |
Statutory and Policy Basics
K.S.A. 75-3729 provides in part that the "鈥irector of the Division of Accounts and Reports shall.... direct the use of inventory records by all state agencies." The State of Kansas Division of Accounts and Reports Policy and Procedure manual requires the preparation and maintenance of inventory records. The manual also requires reporting all inventory transactions to Property Control at each state agency so that inventory records can be maintained in such a manner as to facilitate the physical verification of inventory items.
Restrictions
Warehouse personnel will only transfer equipment upon receipt of a completed and Property Control-approved Transfer of Property Form. Items not listed on this form will not be moved.
Disposition
The disposition of property owned by state agencies must be made in accordance with the State Surplus Property Act (K.S.A. 75-6601) and rules and regulations authorized by such act. This act applies to sales, trade-ins, cannibalization, and other dispositions of surplus equipment or other property (see Transfer Procedures and Instructions - Regarding Disposals). Property Control prepares a Disposition of Property form (DA-110), requesting State Surplus Property approval to dispose of any equipment included in the property records, as well as other state property with a unit cost less than $5,000. Stolen equipment, not recovered within 90 days of being reported stolen, is reported on a DA-110 requesting removal from property records.
Departments may not give or throw equipment away themselves. Equipment to be disposed of must be listed on a Transfer of Property Form documenting pickup by or delivery to the Physical Plant Warehouse for disposal. The warehouse maintains records of surplus equipment available to other university departments.
Departments transferring computers to the Physical Plant Warehouse as surplus property must ensure that all sensitive information (i.e., passwords, data files, or licensed software) is removed from the computer before it is transferred.
Statutory Basis
The State of Kansas Surplus Property Program was designed and implemented to provide a means for state agencies to dispose of or reallocate surplus property. The program enables and encourages reutilization of agencies' surplus property to reduce expenditures for capital outlay items. It provides an opportunity for state agencies, local government units and certain limited non-profit companies to acquire needed equipment that may otherwise be difficult to obtain.
K.S.A. 1986 Supp. 75-6601 through 75-6607, the State Surplus Property Act requires each State agency to notify Kansas Correctional Industries/State Surplus Property Center of excess or surplus property. Unless otherwise directed by the Kansas Correctional Industries Surplus Property Center (KSSP) that notification is done with a Disposition of Property form (DA-110).
Restrictions
Departments or individuals do not have the authority to dispose of any property item (including software and books) purchased with funds monitored by the State of Kansas or donated to the university. This includes the disposal of equipment manufactured by the university or transferred from another agency. Sections 13.12 and 13.13 of the 萝莉社 Policies and Procedures Manual address the proper procedures for disposal of university property.
University equipment can only be disposed of after Property Control receives documented approval from KSSP. Upon receipt of such approval, Property Control will notify the appropriate department. Copies of the approved DA-110 are available to departments upon request.
KSSP approval of local disposition of equipment by 萝莉社, limits the methods of equipment disposal to cannibalization, incineration, disposal as trash, sale, or donation.
Disposals by sale are limited to sale to a junkyard per K.S.A. 68-2202 or sale to the public by advertised sealed bid, public auction or highest phone bid. Sales to businesses or individuals other than these sales types are prohibited. Gifts to businesses or individuals are also prohibited.
KSSP approval of local disposition by 萝莉社 does allow donation of equipment to Federal Internal Revenue Code section 501(c)(3) not-for-profit organizations and participants in the Federal Surplus Property program.
Regarding Transfers
Departments wishing for the Physical Plant Warehouse to transfer equipment, software, or books between departments, buildings, or rooms must complete a Transfer of Property Form documenting the transfer. This documentation allows equipment locations on university property records to be kept current. Periodic audits by the State of Kansas Division of Accounts and Reports test the accuracy of those records. The Transfer of Property Form can be found here.
Departments must be careful to complete Transfer of Property Form for equipment removed
from the department (1) by university Computing Center personnel, (2) during building
remodeling, or (3) during entire department moves. Complete department equipment listings
are available from Property Control prior to the moves upon request.
After receiving the approved copy of the Transfer of Property Form from Property Control,
the Physical Plant Warehouse schedules a time to transfer the items to move. Departments
transferring equipment between departments, buildings or rooms themselves may notify
Property Control of the transfer by e-mail.
Regarding Disposals
Departments wishing for the Physical Plant Warehouse to dispose of equipment must also complete a Transfer of Property Form documenting the transfer and disposition. This documentation allows equipment locations on university property records to be kept current. Periodic audits by the State of Kansas Division of Accounts and Reports test the accuracy of those records. The Transfer of Property Form can be found here.
The following types of equipment disposition require specific procedures:
Equipment Cannibalization. KSSP considers cannibalization of equipment and the use of its parts on other equipment as disposal. Therefore, KSSP approval is required before equipment may be cannibalized. Departments wishing to cannibalize equipment must notify Property Control so that a DA-110 can be filed requesting KSSP approval.
Equipment Trade-In. KSSP approval is required before equipment can be traded in on new equipment. KSSP's concern is that the trade-in allowance exceeds what KSSP could receive from
the sale of the trade-in equipment. Departments wishing to trade in old equipment
for new equipment must notify Property Control of their intentions in writing at Campus Box 38. This notification must be accompanied by documentation on the new equipment vendor's letterhead of the amount allowed for trade-in
of the old equipment.
Equipment Replacement. KSSP approval is required when equipment is replaced under warranty so that the replaced
equipment may be removed from equipment inventory records. Departments must notify Property Control of equipment being replaced under warranty
so a DA-110 can be filed for that approval.
For each of the above types of disposition requests, Property Control will complete the DA-110 and forward it to the department for the department head's signature. The department should then forward the DA-110 to the Office of the Vice President for Administration and Finance for further approval. As soon as the DA-110, with the appropriate university signatures, is returned to Property Control, it will be mailed to KSSP in Topeka. If time is critical, Property Control will fax the DA-110 to KSSP. A return fax showing KSSP's approval is usually received within 24 hours.
Statutory and Regulatory Basis
The 2010 Legislature amended the State Surplus Property Act to exempt state universities from the Act (K.S.A. 2010 Supp. 75-6606). State law now permits state universities to sell, trade in, or dispose of personal property in accordance with policies adopted by the Board. Section 13.12 of the 萝莉社 Policies and Procedures Manual also governs the disposition of university surplus property.
Property Transfer
Departments should refer to the Transfer of Property Instructions for transferring surplus property to the Physical Plant Warehouse.
Computer Data and Program Removal
Departments surplussing computers or other information technology equipment must ensure that all sensitive information (e.g., passwords, data files, or licensed software) is removed from the equipment before it is surplused. The Computer Data and Program Removal Certification box at the bottom of the Transfer of Property Form must be signed before the equipment is surplused.
Equipment Trade-In
Departments wishing to trade in old equipment on the purchase of new equipment must notify Property Control of their intentions so that approval for removal from the property records can be obtained. The amount allowed for trade-in by the vendor should be shown on the documentation for the purchase of the new equipment.
Equipment Replacement
Departments having property traded out by the vendor must notify Property Control of equipment being replaced so that approval for removal of the replaced property from the property records can be obtained.
Restrictions
Disposal Authority
Departments or individuals do not have the authority to dispose of any property (including
software and books) purchased with funds monitored by the State of Kansas, donated
to the university, property manufactured by the university, or property transferred
from another agency. Section 13.12 of the 萝莉社 Policies and Procedures Manual addresses the proper procedures for disposal of surplus university property. University
property, regardless of cost, can only be disposed of after approval is obtained from
the Office of Financial Services.
Disposal Methods
The university is authorized to dispose of surplus property in accordance with the
Kansas Board of Regents Disposition of Surplus Property Policy as follows:
- Disposals by sale include sale at an advertised fixed or negotiated price, sale by sealed bid, sale to the public by advertised public auction, and sale to a junkyard. Click on Sale of Surplus Property below to access a form to notify the general public of surplus property for sale.
- Disposals by donation are limited to Federal Internal Revenue Code section 501(c)(3) not-for-profit organizations and participants in the Federal Surplus Property Program.
- Disposals by refuse include cannibalization, recycle, or trash.
Sale of Surplus Property
萝莉社 offers surplus property for sale under K.S.A 2010 Supp. 75-6606, and the Kansas Board of Regents Policy and Procedures, Section 11, Authorized Disposition of Surplus Property. Click on the heading for links to more detailed information.