Capital Equipment Administration: Off-Campus Use

Equipment Used Off Campus

An equipment item owned by or controlled by the University of Minnesota might need to be used at a non-University location. Such off-campus use of the equipment item must be for University business and must contribute to the mission of the University. A non-University location is a location that is not listed in the Office of Space Management's space database. The use of a capital or sponsor-furnished equipment asset off campus for more than one month must be approved and documented on a completed and signed form UM 1677: Capital Equipment Asset Off-campus Use Form, prior to the removal of the equipment item from the University.

Off-campus Use - Capital or Sponsor-furnished Equipment

1. The department identifies the need for the off-campus use of a capital or sponsor-furnished equipment asset. If no bar-coded capital equipment asset tag is affixed to the equipment item, then the department must contact Accounting Services for assistance at [email protected]. The capital or sponsor-furnished capital equipment asset must not leave the University before a capital equipment asset tag has been affixed.
2. The department completes form UM 1677: Capital Equipment Asset Off-campus Use Form.
3. The department submits the completed form UM 1677 to Accounting Services.
4. Accounting Services receives and reviews the completed form UM 1677. If the off-campus use of the equipment item is approved, then Accounting Services signs the completed form UM 1677. If the off-campus use is not approved, then Accounting Services does not process the completed form UM 1677 and returns it to the department with an explanation of the denial.
5. Accounting Services adjusts the record of the equipment item to reflect its use off campus.
6. Accounting Services retains the original signed form UM 1677 and returns to the department a copy of the signed form UM 1677.
7. The department receives a copy of the signed form UM 1677 from Accounting Services.
8. The department moves the equipment item to the off-campus location for use.
9. The department notifies Accounting Services of the return to the University of the equipment item. The notification to Accounting Services must be made to [email protected] and must reference the document number that is applied to the signed form UM 1677 by Accounting Services.
10. Accounting Services adjusts the record of the equipment item to reflect its return to the University.

Off-campus Use - Non-capital Equipment

1. The department identifies the need for the off-campus use of a non-capital equipment asset. The equipment item must be marked to identify it as property of the University of Minnesota.
2. The department manages the non-capital equipment asset according to the policies and procedures of the department's Resource Responsibility Center (RRC).