Computer Equipment Asset Transfers

Computer Equipment Asset Transfers

Document number: 39074

The process for properly transferring computer equipment assets will differ depending upon (a) whether the equipment was originally assetted to a full time employee and (b) whether the employee has permanently transferred outside the United States.

Employee Status	Full time	Contractor
Transfer to another department same country	Assets stay with employee	Assets should follow the contractor to the new department. Contact IMS for the asset transfer to the new PeopleSoft manager.
Transfer to another department, different country	Return assets, request replacement	Return assets, request replacement
Termination	Return assets	Return all assets

See Eureka! document 75088 — How to return computer equipment.

When a full time employee internally transfers to another department, all capital computer equipment originally distributed to the employee, including notebook/desktop computer(s), monitor(s), and associated peripheral equipment, must be taken with them. This equipment is assigned to the FTE individual in Asset Management, not the department or reporting Manager. As such, depreciation costs associated with this equipment will follow the employee to their new department when the internal transfer has been completed.

When a contract employee internally transfers to another department, this transfer must be reported to Infrastructure Management Services so system asset transfers can be performed. Equipment distributed to contract personnel is assigned to that individual while referencing the PeopleSoft reporting Manager. As such, depreciation costs associated with this equipment will remain in the original hiring department if Infrastructure Management Services is not notified of an internal contract employee transfer. The asset must be updated with the new PeopleSoft reporting Manager.

The only exceptions to this policy are as follows:

A department purchased the equipment (desktops only) specifically for its employees. In this case the department has the right to reassign the desktop equipment to a different individual. Not applicable for notebooks.
An internal FTE transfers to an international office. In these cases, the full time employee's capital equipment must be kept in the country where the capital equipment was originally procured. Submit a 'Replacement' request for equipment through Northstar will in advance of your departure date. The ticket should be routed to the applicable international IT Field Operations team for processing. Hardware must be returned to Infrastructure Management Services via your local IT Field Operations personnel

To open a NorthStar Ticket, click here or see document 70001 — How to create a service request in NorthStar.