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Movement
of Equipment
Transferring
equipment to another location
Federal regulations require that every time an asset is moved to
a new location we must update the equipment location information
in our Fixed Asset database. In addition to moving equipment on
and off campus, transferring location includes moving the equipment
to a different room within the same building or moving it to a different
building on campus. The best method for making Property Services
aware of a transfer is by submitting a completed Asset
Information Form.
Equipment
loaned to Caltech
If another Institution or entity loans equipment to Caltech we are
required to safeguard that asset for as long as it is under our
control. Property Services will assign a tag number to the asset,
track it in our database and include it in our inventory process.
Please contact Property Services if you become aware of equipment
being loaned to Caltech. Property Services can assist with the preparation
of the necessary paperwork
(PDF) documenting
the loan.
Normally
the lending Institution will require us to complete paperwork to
support the loan. Property Services is available to assist with
this paperwork.
Caltech
loaning equipment to another Institution
Occasionally Caltech will loan items of equipment to other Institutions
or entities. Especially if the equipment is Government owned or
funded, it is important to ensure that the loan is permissible under
the terms of the award that funded the equipment and to secure any
necessary approvals before the equipment is transferred. Please
contact Property Services if you are loaning an item of equipment
to another Institution or entity. In addition to recording the location
and assignee information in the Fixed Assets database Property Services
can assist with the preparation of the necessary paperwork
(PDF) documenting the loan.
PI's
leaving Caltech
PI's leaving Caltech may want to take equipment with them. The Division
Chair and the Office of Sponsored Research will be involved in this
negotiation process. In addition, Property Services should be advised
so that the Institute's Fixed Asset database may be updated.
Even
if the PI is not taking any equipment it is still important to contact
Property Services so that the assignee and location information
for any equipment that remains at Caltech may be updated.
PI's
coming to Caltech
Often PI's coming to Caltech will bring equipment with them. Property
Services should be contacted so that we can make arrangements to
tag and track this equipment.
Asset
Information Form
[EXCEL]
[PDF]
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