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 University ID number tag is affixed to the equipment item, then the department must contact Inventory Services for assistance at controller@umn.edu. The capital or sponsor-furnished equipment asset must not leave the University before a bar-coded University ID number 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 Inventory Services.
4. Inventory Services receives and reviews the completed form UM 1677. If the off-campus use of the equipment item is approved, then Inventory Services signs the completed form UM 1677. If the off-campus use is not approved, then Inventory Services does not process the completed form UM 1677 and returns it to the department with an explanation of the denial.
5. Inventory Services adjusts the record of the equipment item to reflect its use off campus.
6. Inventory 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 Inventory Services.
8. The department moves the equipment item to the off-campus location for use.
9. The department notifies Inventory Services of the return to the University of the equipment item. The notification to Inventory Services must be made to controller@umn.edu and must reference the document number that is applied to the signed form UM 1677 by Inventory Services.
10. Inventory 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).