Location Changes, Transfers, and Disposals

Location Changes and Transfers

If a capital asset is moved from one location on campus to another location on campus (including movement within a department or division), the Change in Capital Equipment Location form must be completed so that Plant Funds can make necessary updates to the asset record and data is accurate for potential audits.

If equipment is moved off campus, Miami requires all equipment be signed out before being removed. A Property Pass must be kept on file within the department/cost center and available for Inventory Control review upon request.


Note: The definition of a capital asset can be found at Cost Thresholds.

The procedures for disposing of a capital asset(s) are as follows:

  1. The Disposition of Capital Equipment form must be completed within 30 days prior to disposal so that Plant Funds can make necessary updates to the asset record and data is accurate for potential audits.
  2. Any computer or IT equipment will need to be recycled through the IT department. This will include desktop computers, laptops, printers, copiers or any device that contains a memory chip. Departments should complete the following IT Large Electronic Recycling Form for these items.
  3. If the department has a single item designated as surplus with an estimated used-value of over $20,000, please reach out to Brent Leishman at 9-6133 prior to completing any of the steps listed above.
  4. Chemical, infectious, and hazardous waste is collected for and disposed by the Environmental Health and Safety staff. For specifics on waste collection, please visit the Chemical Waste page.
  5. Federal and sponsor owned assets are items purchased from funds granted to the University by the Federal government or another granting entity, and which are not considered university property. Disposal for these items should follow the terms and conditions defined in the grant contract.
  6. All licensed vehicle disposals will be coordinated through the Office of Strategic Procurement
  7. Any department that has items that are considered surplus equipment should complete the Miami Surplus Form Miami Surplus Form. This form will notify the Office of Strategic Procurement, Plant Funds and the Campbell Auction Team.  Please note that the Disposition of Capital Equipment Form mentioned in item #1 above needs to be completed prior to submitting the Miami Surplus Form. The pick-ups will be scheduled for the 2nd Tuesday of each month, provided they are notified by the 1st Tuesday of the month. The regionals will be picked up by arrangement with the Campbell's Auction Team.