Types of Equipment Transfer

Acquisition Cards

Acquisition cards should be completed by the department for each acquisition that meets the inventory equipment criteria, regardless of the method of acquisition. The department is responsible for forwarding a completed acquisition card to Property Control as soon as equipment is received and checked. The acquisition cards should be completely filled out prior sending to Property Control. Serial number information should be recorded directly from the equipment and not from the company invoice.

Tagging of Equipment

All items that qualify as equipment should be tagged regardless of ownership. This includes lease/purchase equipment, federal equipment, equipment owned by sponsoring agencies and personal property. The Office Supply Store, stocks personal property tags, which can be purchased for a nominal price. Equipment purchased by the University that does not qualify as primary inventory, under $1,000.00 and not on the equipment exception list, should be tagged with a Property of Mississippi State University stickers in a visible location. Any equipment which is not tagged is subject to review by the Office of the State Auditor resulting in possible addition to the departmental inventory if value of equipment is questionable.

Barcode Tags

Barcode numbers and tags will be provided by Receiving & Property Control. Barcode numbers are generated when the acquisition information is entered into the MSU Property System. The actual barcode tags are printed on the 15th of the month, and are included with the departmental printouts sent to your office once a month.

Types of Equipment Acquisition

Direct Purchase

Equipment purchased directly through Procurement & Contracts should be purchased using a capital outlay account code (408000 account numbers). An updated list of 408000 account codes can be obtained by contacting Receiving & Property Control.

Lease-Purchase through Procurement & Contracts

The procedure for transferring equipment between one university agency to another (i.e. MSU to MAFES) is the same as with an interdepartmental transfer, but a new inventory will be assigned. Complete the information for each item(s) to be transferred. Complete the sending and receiving portion of the form, including the appropriate agencies (i.e. Agricultural Economics-MAFES). It is the responsibility of the sending department to obtain both signatures prior to forwarding the transfer form to Property Control.

Transfer from a State Agency

Receiving & Property Control should receive written notification for all equipment transferred to the University from another State Agency. This includes a copy of all paperwork associated with the transfer and an acquisition card containing all pertinent equipment information.

Transfer from a Federal Agency

Receiving & Property Control should receive written notification for all equipment transferred to the University from a Federal Agency. This includes a copy of all paperwork associated with the transfer and an acquisition card containing all pertinent equipment information. The MSU Federal Property Manual contains complete information concerning the handling of Federal Property. This manual is available by contacting Receiving & Property Control.

Gift or Donation to the University

Receiving & Property Control should be notified in writing of the receipt of donated equipment. This includes an acquisition card and a copy of paperwork associated with the donation from the donor. If the purchase price of the donated item is unknown, the item shall be recorded on inventory at its fair market value. A written estimate should accompany any item to be recorded at fair market value.

Shop-Made Equipment

A completed acquisition card should be sent to Receiving & Property Control upon the completion of any shop-made equipment that meets the inventory equipment requirements as set forth by the State of Mississippi.

Acquired through Mississippi Surplus Property Commission

A completed acquisition card should be sent to Receiving & Property Control for equipment received from the Mississippi Surplus Property Commission. Equipment acquired in this fashion should be recorded on inventory at the price paid to acquire the item, not the original price of the item nor the current market value of the item.

Additions to Existing Equipment

When requisitioning equipment that is to be added to existing inventory equipment, the following account codes should be used:

Internal Equipment

Description Account Code
Equipment under $1,000.00 406480
Equipment over $1,000.00 408210-408297

External Computer Equipment
All external computer components, with the exception of keyboards, computer speakers, and monitors (added to the price of the CPU) go on inventory.

Requisitions for add-to equipment having a purchase price of over $1,000.00 should include the following information on the equipment being upgraded:

Inventory number
Description
Serial number

Acquisition cards for additions to existing inventory equipment costing over $1,000.00 should reference the inventory number of the item that is being upgraded. The value of the inventory item being upgraded will be increased by the cost of the component being added, only if the additional equipment has a purchase price of over $1,000.00.

Replacement Parts on Existing Equipment

All replacement parts for existing inventoried equipment should be coded to an appropriate commodity code, regardless of cost.
Requisitions for a replacement parts should include the following information about the equipment into which the replacement part is being incorporated:

Description
Serial number
Inventory number (if applicable)

Equipment that is "found" and of unknown origin

Occasionally, equipment is located in a department that is not currently on inventory, but is required to be on by state law. In this case, it is best to add the equipment to inventory as origin unknown. The department should send an acquisition card to Property Control indicating that the acquisition method is origin unknown. Fill out the acquisition form as completely as possible and mail to Property Control. Since it is virtually impossible to establish the cost of older equipment without the benefit of a purchase order, the only items that will need to be added to inventory as origin unknown are items listed on the equipment exception list. Since the items contained on this list must be added to inventory regardless of price, an original cost is not necessary.

Trade-in Existing Equipment for New Equipment

When University property is to be traded in on new acquisitions, the department should contact Procurement & Contracts at 325-2545. The requisition should contain the following information on the item to be traded:

Inventory number
Description
Serial number
Dollar amount of trade-in

This information can be obtained from the departmental printout mailed to all departments monthly. If the inventory information cannot be located, please call Receiving & Property Control prior to preparing the requisition.

All inventory numbers or other University identification should be removed or marked out (if engraved or stamped) prior to releasing the property.