Access the Form
Click here for the Property Transfer Form (sc-906). Then print the form on blue paper.
Important: THIS FORM MUST BE TURNED IN ON BLUE PAPER!
If you need help downloading the form click here to see helpful downloading hints.
Purpose of Form
The purpose of this form is to document the transfer of equipment from one department to another. This includes transfers of equipment between SAGO departments, transfers out of SAGO, or transfers into SAGO.
Submission of Form
The Property Transfer Form must be completed as detailed below and signed by the Accountable Property Officer (APO), or Alternate (Alt APO), for each department. Then submit the form to the SAGO Business Office Property Manager. To expedite processing, the form must be submitted on blue paper. The SAGO Business Office Property Manager must approve all inventoried transfers within SAGO and all transfers (inventoried or non-inventoried) out of, or into, SAGO.
Accessing the Form
You may either make a copy of the form from this Equipment Management Manual (EMM) and print/type on the copy or access the Excel document with the formulas via the web from the link at the top of this page.
Be sure to print the form on blue paper.
Completing the Darkened Sections
The darkened areas on the form are to be completed by the SAGO Business Office Property Manager and another A&M System Member Property Manager, where applicable. Please do not mark in these areas.
Completing the Transfer Type Section
Check the correct box indicating the transfer type. Indicate if you are requesting a property transfer within SAGO (from one SAGO department to another SAGO department), out of SAGO (from a SAGO department to A&M Surplus or Texas Forest Service, etc.), or into SAGO (from another A&M System Member into a SAGO department).
Completing the For Surplus Pick Up Section
If the form is being used for a transfer of equipment to A&M Surplus (Surplus), and you plan to arrange with Surplus for Physical Plant to pick up your department’s items, you must fill out this section. The contact person must be the person from your department who will assist Physical Plant in locating the items on the approved transfer form to take to Surplus. Please note, other specific instructions for completing transfers to Surplus can be found under the "Transfers to Surplus" section of this document.
Completing the Name of Person Preparing the Form Section
Provide the name and phone number of the person who actually prepared the Property Transfer Form so that (s)he can be contacted in case questions arise.
Completing the Body of the Form
Note: You will need access to FAMIS FFX screen 535 to complete the Property Transfer Form for inventoried items. SAGO Alt APOs have been given this restricted access and have been trained in how to use FFX. To see what screen 535 looks like and where to direct your attention on the screen, please refer to the Frequently Asked Questions (FAQ) section of this document for a screen print of 535. Asset Number : The 10-digit tag number if the item is on inventory. If the item is not on inventory, then mark non-inventory (N/I) in this field.
Description : If the item is on inventory, then use the description on FAMIS FFX screen 535. If item is N/I, write a brief description (i.e., stapler, file folders, etc.).
Class Code : If the item is on inventory, fill in the class from FAMIS FFX screen 535. If item is N/I, leave the field blank.
Acq. Date : If the item is on inventory, fill in the acquisition date from FAMIS FFX screen 535. If item is N/I, leave the field blank.
Rec. Agency Asset # : SAGO departments should leave this field blank.
New Location Information – only complete if your department is ACQUIRING (receiving) an inventoried item. This is the location the item will be placed in, not where it was located when it belonged to the releasing department. Building # : This needs to be filled out for any inventoried item that YOUR department is acquiring. (Leave blank for non-inventory assets.) This is the building number you want recorded in FAMIS for the new location of the asset. Please mark the five digit FAMIS building code (i.e., Connally building is 03200) of the new location of the asset.
trick: For a list of all buildings go to FFX504, put cursor on the building data field, hit PF2, a pop-up menu will appear (either an explanation or else a list of choices; if it’s an explanation, hit enter to get to the list of choices), change campus to "02", then hit enter until find building, hit PF4 to exit.
Room # : This needs to be filled out for any inventoried item that YOUR department is acquiring. (Leave blank for non-inventory assets.) Mark the exact room number you want recorded in FAMIS for the new room location. Keep in mind that the room number you want recorded in FAMIS needs to be an exact match to the room number on your departmental space survey that you fill out once a year for A&M’s Facilities Coordination department (i.e., if for the space survey you call the room 0641A – it needs to be 0641A in FAMIS also, not just 641A).
Group Code : This field is optional. Each department may develop group codes. They are meaningful only to that department. Code may not be longer than 5 characters.
Asset Value : If the item is on inventory, fill in the asset value (cost) from FAMIS FFX screen 535. If item is non-inventory, the value is zero.
Totals : If you are filling out the Property Transfer Form in Excel, the values will total for you. Otherwise sum your data and fill in these fields.
2nd Page : Please use the 2nd page of the form if you are transferring more than 10 items. If you have ten items or less, you do not need to use or submit the 2nd page.
Completing the Releasing/Receiving Department/Agency Sections
Complete either the releasing or receiving department information (depending on the transfer circumstances) for your department, including your four-letter SAGO FAMIS department code, department name, and the signature of your APO or Alt APO. If you are transferring property between SAGO departments (or between your SAGO department and another A&M System Member’s department – other than Surplus) you must obtain the department code, department name, and APO or Alt APO signature from the other department too. Example: your department is transferring out a printer, complete all above referenced sections of the form plus the Releasing Department/Agency section department code, department name, and obtain the signature of your department APO or Alt APO. Then get the Receiving Department/Agency section completed by the department who is acquiring the items. The receiving department must also complete the new location fields as explained in the "Completing the Body of the Form" section of this document. Then submit this form to the SAGO Business Office Property Manager. (The only exception to this is when transferring to Surplus – see next section.) You should retain a copy of the Property Transfer Form for your files. Remember: do not mark in the darkened box, that is for SAGO/other Member Business Office use only.
Transfers to Surplus
Remember, before filling out a Property Transfer Form to send items to Surplus, you must list them on the SAGO Trading Post. Please refer to the FAQ section of this document for more on that topic.
When transferring items to Surplus, you must fill out the Receiving Department/Agency section fields as follows:
FAMIS Dept Code : 02-SRPL
Department Name : Surplus
Surplus requires the original blue transfer form, with original signature approval by the releasing department and the SAGO Business Office Property Manager. The form must be completed, except for the receiving department APO/Alt APO signature, before submitting it to the SAGO Business Office Property Manager. The SAGO Business Office Property Manager will process your transfer form, sign it, and return it to you. Please allow a minimum of 24 hours for processing by the SAGO Business Office.
Transfers to Surplus may be accomplished by taking items and the original transfer form to Surplus, or by requesting Surplus to arrange for pick-up of items. Large items such as furniture can be picked up by Physical Plant. This service is provided as a courtesy by A&M and is made on a first-come-first-serve basis, subject to availability. Please contact Surplus at 979.845.3427 to arrange this after you have gotten your approved Property Transfer Form returned by the SAGO Business Office Property Manager. If you urgently need equipment removed, you can make arrangements yourself for Physical Plant to come and take your items to Surplus (after you have gotten your approved Property Transfer Form returned by the SAGO Business Office Property Manager), but your department will be charged for the service.
Also please be aware that Surplus will not accept inventoried items that appear to have missing components. Example: computers that were purchased with a floppy drive, hard drive, etc. and are missing these components when presented to Surplus will not be accepted as inventoried items. These will only be accepted as non-inventoried (N/I), and must be deleted from FAMIS through the Property Additions and Deletions Form (pink form). For more on this topic refer to the FAQ section of this document.
Another thing to keep in mind is that Surplus requires a hard drive wipe form for all computer transfers. When transferring computers (whether inventoried or cannibalized) you must also complete a Transfer of Computer Equipment Form (SC-906A). It must be attached to the Property Transfer Form – the SAGO Business Office Property Manager will not sign the Property Transfer Form without this form attached if a computer is listed on the Property Transfer Form.
Since Surplus keeps the original Property Transfer Form when receiving items, you must obtain a copy of the form with an authorized signature from Surplus, as the receiving department before you leave Surplus. Then send a copy of the form with an authorized Surplus signature to the SAGO Business Office Property Manager immediately.
Frequently Asked Questions (FAQ)
What is the SAGO Trading Post?
The SAGO Trading Post is provided to maximize the use of SAGO resources. Before any usable item is sent to Surplus, all SAGO departments are given the opportunity to "adopt" the item.
If your department is planning to take usable items (both inventory and non-inventory) to Surplus, send an email to the SAGO Business Office Property Manager. Your email needs to include a listing with a brief description of the items, the name and phone number of your department contact (i.e., the person in your department that other departments should contact to receive more information about the items). The email you send to the SAGO Business Office Property Manager will be forwarded to all SAGO APOs and Alt APOs. Please allow other departments a few days to consider "adopting" the equipment after the SAGO Trading Post email is sent before you prepare a blue Property Transfer Form. After that time, your department may submit to the SAGO Business Office Property Manager the paperwork to transfer the equipment to Surplus.
Many items that otherwise would have gone to Surplus have simply been transferred to another department for their use. This saves both time and money for all of us.
If a piece of equipment does not work, do I still have to advertise it on the SAGO Trading Post?
It depends. You will need to use your best judgement and common sense to make this decision. Example: your department has a printer that no longer works, you have researched the cost of fixing it but it is cheaper to just buy a new one. In this case, there is no benefit to advertising the item. Now assume you do not know what is wrong with the printer and do not have time to look into it – then advertise that you have a printer that needs repair. Generally, if something seems broken beyond repair, don’t advertise it but when in doubt let another department decide if they want the item transferred to them.
Do I have to cannibalize an inventoried item that does not work before sending it to Surplus?
No. Broken inventoried items can still be taken to Surplus as inventoried items. You only fill out paperwork to cannibalize equipment that meets the definition of cannibalization (see next FAQ). An item that is simply broken does not meet the definition.
What is cannibalized equipment?
Equipment that is dismantled and the parts are used in other assets has been cannibalized. Example: a computer that is outdated is going to be sent to Surplus. Before doing this, you take the hard drive out of the computer because you can use it in another computer. The original computer has now been cannibalized. Cannibalized equipment must be removed from inventory with a Property Additions and Deletions Form (pink form). The remaining parts or residual case, etc. MUST be sent to Surplus. A Property Transfer Form with the asset number marked as non-inventory (N/I) must accompany the pink Additions and Deletions Form. The no longer active asset number should be noted in the description of the asset on the blue Property Transfer Form. If the cannibalized asset is a computer, a Transfer of Computer Equipment Form must also be attached to the blue Property Transfer Form. In other words, three forms must be completed for a cannibalized computer and the residual parts must go to Surplus.
Forward the completed and signed (by APO or Alt APO) forms to the SAGO Business Office Property Manager. Please allow us several days to process the paperwork before expecting the blue Property Transfer Form returned for you to take the residual parts to Surplus.
Before I send a computer to Surplus, do I need to contact SAGO microcomputer and network support personnel?
It is a good idea to give our computer personnel an opportunity to see if a computer has components (like a modem or zip drive) that could be used to fix/upgrade another SAGO employee’s computer before you take a computer to Surplus. If parts are removed from your computer, it must be cannibalized with a pink Property Additions and Deletions Form (see question above for more detail).
What must be inventoried?
Equipment costing $5,000 or more, with a useful life of more than one-year, must be inventoried because it is a capital purchase. Equipment is defined as non-consumable property that is owned or received by SAGO. In addition, SAGO must inventory certain controlled assets. These are specific items costing less than $5,000 but which are highly susceptible to theft or misuse. Examples of controlled assets are computers, non-portable printers, televisions, and fax machines costing between than $500 and $4,999.99. Other items such as firearms are always controlled, regardless of cost. Both capital purchases and controlled items must be inventoried.
What is non-inventoried (N/I) equipment?
Equipment that does not meet the above-defined threshold to be inventoried is considered to be non-inventoried (N/I). In other words, if a piece of equipment is not capitalized or controlled, it is N/I. Examples include fax machines or printers costing less than $500, office furniture costing less than $5,000, staplers, file folders, paper trays.
What if I’m just transferring non-inventoried items to Surplus; do I still need to complete a Property Transfer Form?
Yes. Surplus will not accept any items without a properly completed Property Transfer Form signed by the SAGO Business Office Property Manager.
What if I want to transfer non-inventoried items to another SAGO department; may I just give the items to them?
Yes. The Property Transfer Form is only required for inventoried items between SAGO departments and inventoried/non-inventoried items transferred between A&M System Members (including all transfers to Surplus). Therefore, you may just give another SAGO department N/I items without completing a Property Transfer Form.
If I am transferring computers to Surplus, are there any special steps?
Yes. When transferring computers to Surplus, you must also complete a Transfer of Computer Equipment Form (SC-906A). It should be attached to the Property Transfer Form.
As APO or Alt APO, when am I no longer responsible for inventoried items I transferred via the Property Transfer Form?
Equipment remains on the original department’s inventory until the transfer is complete. Notification that the assets have been removed from your inventory is made with a TBAR006 (Asset Control Sheet) which is part of your monthly FAMIS report distribution. Usually requests are processed in FAMIS within the same month or the following month. Transfers to another A&M Member (including Surplus) may take longer due to the coordination that is required between Property Managers. However, please do not hesitate to inquire on the status of your transfer requests with the SAGO Business Office Property Manager. It is very important that FAMIS accurately reflects your department’s inventory.
What is FFX?
FFX stands for Fixed Asset module. SAGO inventoried items are tracked in FAMIS in the Fixed Asset module (FFX). If you don't have access to FFX or need a refresher course on FFX, please contact the SAGO Business Office Property Manager. Please be aware that access to FFX is restricted but all Alt APOs may be given this access at the discretion of their department head.
Where on FFX screen 535 should I look to find class, acquisition date, asset value (cost), and a description of the asset?
Below is what FAMIS FFX screen 535 looks like. The white arrows direct your attention to the fields you need.
Last updated: 5/02