7.4.4 Off Campus Use of State Property

Added: 09/18/2013
Revised: 07/08/2015
Last Reviewed: 07/31/2018
Effective: 08/07/2015







As approved by Section 11.7.2 of the USG Business Procedures Manual, university owned property or equipment may be taken off campus for business, such as work at another campus, out-of-town conference or work at home. However, any equipment used off campus must be adequately controlled and be available for a physical inventory.

The department manager should approve in writing the off-campus use of equipment prior to the employee removing the equipment from campus. The department approval should include the following:

  1. description of equipment,
  2. present location (building and room number) of equipment,
  3. property record number (bar code/decal number),
  4. name of individual in possession of the item while off-campus, and
  5. reason for taking equipment off-campus.

The Property Transfer Form may be used for this approval and is available on the Property Control Office’s website.

The written approval should be maintained in the department office and a copy should be provided to the Property Control Office.

The equipment must be brought back to the Department for the annual physical inventory or the Property Control Office should visit the offsite location to conduct the annual physical inventory.