Administrative Policies and Procedures Manual - Policy 7730: Taking University Property Off Campus

Date Originally Issued: 11-01-1991
Revised: 03-05-1992, 12-06-1993, 04-01-1994, 05-19-1995, 10-15-1995, 05-08-1998, 12-08-1999, 03-01-2006, 06-01-2007, 12-17-2015, 06-08-2023

Authorized by RPM 7.9 ("Property Management")
Process Owners: University Controller

1. General

Occasionally, in the performance of job duties, faculty or staff members may need to use University property at their homes or at another off campus location. Deans, directors, and department heads are responsible for the control of off campus use of equipment. University property taken off campus must be used only for University business. The property must be returned to its campus location as soon as the off-campus work is completed. Upon completion of the off-campus work assignment, the employee is responsible for working with the Dean, Director or Department head to either return or appropriately dispose of the equipment with necessary records being provided to the department for processing.

The policies and procedures contained herein apply to all inventoriable University property, and computers, to be taken off campus. All inventoriable property, and computers, taken off campus must have a UNM identification number (property tag) affixed to the property, provided by the University Property Accounting department. If the item would not normally be tagged (i.e. monitors, computer peripherals, etc), the University Property Accounting department would not create a tag for that item; the employee would still be responsible for checking out that item.

2. Responsibility for Property Taken Off Campus

While the property is off campus, it is in the care and custody of the employee using it. That employee is responsible for the security of the property, and its appropriate use and maintenance. The employee must take any other measures necessary to ensure the security of the property. If an employee is negligent in the care and custody of University equipment, the employee will be financially responsible for any resulting losses.

3. Checking Out Property

University property not assigned to a departmental location must be recorded on an  Asset/Equipment Checkout Form prior to the commencement of off campus work.  If property is taken off campus for a period of more than one year, a new Asset/Equipment Checkout Form should be prepared at the time of the department's annual inventory. This form is used both to authorize and record the off campus use of University property. The following information is required:

• Identification of the employee to be using the property off campus.
• Off campus location of equipment.
• Justification for taking the property off campus.
• Complete description of the item(s) to be taken off campus.
• Description of the condition of the property at date of check-out.

Approval of the department's dean, director, or department head is required. In the case where the employee taking the equipment off campus is the dean, director, or department head, the person who is in a position of authority over that employee must approve and sign the  Asset/Equipment Checkout form. When the property is returned to campus, the responsible administrator should complete the appropriate section of the form.

4. Loss or Theft of University Property While Off Campus

Refer to UAP 6150 ("Casualty and Liability Insurance and Claims") for information on applicable policies and procedures if University property is lost or stolen while at an off campus location.

5. Separation of Employment

To protect both the employee and the University, and to maintain official records to determine if University property has been returned from an off campus location, the Separation Check-Off List for Staff Employees form must be completed. For a copy of this form, refer to UAP 3225 ("Separation of Employment"). Separated employees must return University property no later than ten (10) business days from the date of separation. If the separated employee fails to return the property within the time allotted, the supervisor must follow the procedures outlined in section 4 of this policy. 

5.1. Emeriti Faculty

Emeriti faculty are entitled to full computer privileges under Faculty Handbook Policy C305, which may include checking out computers for use off campus.

6. Related Links

Asset/Equipment Checkout Form

UAP 3225 ("Separation of Employment")

UAP 6150 ("Casualty and Liability Insurance and Claims")

Faculty Handbook Policy C305