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Preparation of Transfer Order

TITLE: PREPARATION OF TRANSFER ORDER PROCEDURE: 8-53

Policy Reference: VIII.E.3

Form: Standard Form 122, Transfer Order
Excess Personal Property

Obtain Blank Forms From: Fiscal Administrators, page 8.53.3,
or Property Accounting Section,
Financial Analysis, Carruthers Hall

Forward Completed Forms To: Property Accounting Section,
Financial Analysis, Carruthers Hall,
for processing to the sponsoring
government agency.

Purpose

This form is to request excess government property to support
contracts/grants.

NOTE: Prior to submitting the Transfer Order, PCO approval should
be obtained by the the principal investigator, who should then call
the General Services Administration (GSA) office holding the equipment
to reserve or "freeze" the items. Make separate Transfer Orders from
each different property location and each GSA holding/control number.

Furnish complete shipping instructions.

A justification letter should be attached to the form detailing the
scientific need for the equipment as it relates to the grant.

Instructions

The numbered items on the sample form should be completed as
follows:

1. Leave blank.

2. Date form completed.

3. Enter complete address of appropriate GSA regional office with
zip code.

4. Furnish full name of sponsoring (ordering) agency.

5. Enter name and address of agency holding property.

6. Furnish name and address of University with zip code.

7. Enter location of property; be as specific as possible.

8. Furnish complete shipping instructions.

9. Leave blank.

10. Leave blank.

11. Leave blank.

12. Leave blank.

13. (a) Complete as stated.

(b) Complete as stated.

(c) Complete as stated.

(d) Indicate unit (e.g., lot, gross, each, etc.)

(e) Complete as stated.

(f) Complete as stated.

(g) Complete as stated.

14. Leave blank.

Enter the items below in the lower part of the description field.

Automatic release date,
Name of University,
Contract/grant number, and
Contract/grant expiration date.

State: "The above property is requested for use by a project
grantee in support of research or education as outlined in
the Grant."

State: "Transfer is in accordance with the provisions of (CONTRACT
NUMBER) by (PRINCIPAL INVESTIGATOR) Concurrence:
(AUTHORIZING OFFICIAL).

ISSUED BY: 07/15/99
Assistant Comptroller,
Financial Analysis
8.53.2