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Procedure for Loan of Equipment for Short Term Use

1. When appropriate and in the University's best interest, the University will allow departments to loan equipment to an employee or another department on campus for a short period of time.
2. Departments who wish to participate in this program must:
   
   1. Designate an individual (MPP level) to approve the loans.
   2. Designate an individual to record and track the loans.
   3. Provide the name of the approver and record keeper to the Property Office. (Note: The approver and the record keeper may be one and the same if the department chooses.)
   4. Use the Departmental Equipment Check-Out Log.
      (Departments may add additional fields to the form but must keep current fields.)
3. The approver will ensure that all loan records are maintained and kept current and are available for review/audit by the Property Office or external/internal auditors.
4. Upon request from the Property Office, the record keeper will provide a copy of the Custody form for verification. The Property Office will select departments to verify every six months. If the verification reveals a discrepancy between the loan records and the items on hand, the Property Office will notify the appropriate department administrator and Associate V.P. for Financial Management of the variance.