Equipment Transfer (within Georgia Tech)

Policy No: 
Type of Policy: 
Last Revised: 
August 2016
Review Date: 
August 2019
Policy Owner: 
Property Control
Contact Name: 
Tom Provancher
Contact Title: 
Dir. of Insurance, Claims & Property Control
Contact Email:
Reason for Policy: 

This section explains the procedures for updating the Asset Management System when equipment (asset) is transferred from one Institute department to another.

Policy Statement: 

Asset movement must be recorded on the Institute’s Asset Management System when there is a permanent change in the asset location or physical custody (e.g., from one department to another). If the asset is temporarily loaned or relocated and the intention is to reclaim the item in the near future, the asset record need not be changed.

Equipment Transfer Request Procedures:
Moving ownership of an asset from one department to another is a semi-manual process. The department currently assigned the asset should request that the asset be transferred via the Asset Management System. An email is generated to the sending unit, the receiving unit and the Property Control Department. When the email is received, the Property Control Department will obtain approval from the receiving department. Once approval is obtained from the receiving department, Property Control will complete the transfer process and notify all parties that the transfer has been completed. The receiving department will be instructed to update the asset to the new location.

Please Note: This request process is not used for transfer of equipment to another State Agency or the disposal of equipment to the Department of Administrative Services' Surplus Division.

Policy History: 
Revision DateAuthorDescription
08-2013Property ControlUpdate to policy
Map of Georgia Tech

Compliance and Policy Management
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Phone: 404-385-0731