Property Transfer Procedures

Transfers between Departments

Texas A&M University departments may negotiate a direct transfer or sale to other departments, or System members, of any item of property the owning department no longer needs. To adjust inventory records for such a transaction, the releasing department should complete a Texas A&M Property Transfer Form (Form FDP-411A) or use the asset transfer module in CANOPY for the item(s) to be transferred. Form FDP-411A may be filled out either online and then downloaded to your local printer, or printed first and then filled out.  The form must be printed on light blue paper. The form must be signed by the Accountable Property Officers from both the releasing department and the receiving department and sent to the Property Management Office in the Financial Management Operations Department, campus mail stop 6000.

Transfers to the Surplus Property Warehouse

Items of Texas A&M University surplus that are not transferred or sold between departments must be transferred to the Surplus Property Office using Texas A&M Property Transfer Form (Form FDP-411A) or the asset transfer module in CANOPY for the item(s) to be transferred.  A Transfer of Computer Equipment Form (FDP-411B) must accompany the FDP-411A when computer equipment is transferred to the Surplus Property Office, acknowledging that the departments are removed all data from the hard drives.  Alternatively departments may choose to have their hard drives shredded using the Surplus Property e-shredder.  If this method is chosen, fill out the E-Scrap Disposal Form and include with your FDP-411A or CANOPY transfer form.  To transfer equipment to the Surplus Property Warehouse:

  1. Complete a Texas A&M Property Transfer Form (Form FDP-411A) or the asset transfer module in CANOPY, listing each item to be transferred.  Form FDP-411A may be filled out either online and then downloaded to your local printer, or printed first and then filled out. Either way, the form must be printed on light blue paper. Inventory items should be listed first, followed by non-inventory. Alternatively, separate FDP-411A Forms may be used for inventory and non-inventory item. The forms must be signed by the releasing department's Accountable Property Officer.
  2. Inventory items must have the Texas A&M University asset number clearly marked on the item, preferably with a bar-code label issued by the Texas A&M Property Management Office.
  3. In lieu of an asset number, non-inventory items should be designated with "N/I" in the Asset Number column on the FDP-411A or CANOPY Form. Asset Value will not be listed for non-inventory items.
  4. Include on the FDP-411A or CANOPY Form the building name and room number where the surplus items to transfer are located, and the name and telephone number of the appropriate contact person.
  5. Forward the original FDP-411A or CANOPY Form(s), and Transfer of Computer Equipment Form(s) if applicable, to the Surplus Property Office, campus mail stop 1477. The Surplus Property Office will make arrangements to transport the surplus to the Surplus Warehouse, at no cost to the releasing department.
  6. The Surplus move crew will transport to the Surplus Warehouse only items that are identified on the FDP-411A or CANOPY Form.
  7. Departments preferring to transport their surplus items to the Surplus Property Warehouse themselves should notify the Surplus Property Office in advance of the transport either by calling (845-3427), email, or faxing a copy of the FDP-411A or CANOPY Form to 862-5145. Original FDP-411A or CANOPY Forms, completed and signed by the appropriate Accountable Property Officer, must accompany the transport.

Transfers from the Surplus Property Warehouse to Texas A&M Departments and System Members

  1. With few exceptions, surplus in the Texas A&M University Surplus Property Warehouse is available at no charge for transfer to Texas A&M departments and System members.
  2. Texas A&M surplus in the Surplus Property Warehouse may be viewed at the surplus warehouse Monday–Friday from 8:30 a.m. to 4:30 p.m.  Items of interest may be "tagged" until proper signatures are obtained and arrangements are made to transport the item from the Surplus Property Warehouse. Tagged items remaining in the Surplus Property Warehouse beyond five days will revert to surplus and will be available for selection by another department.
  3. Departments and System members will have priority selection privileges over other political subdivisions.
  4. Surplus Property Office personnel will prepare a Texas A&M Property Transfer Form (Form FDP-411A) or CANOPY form for the items chosen from surplus. This form must be signed by the receiving department's Accountable Property Officer before the items are moved from the Surplus Property Warehouse.
  5. It is the responsibility of the receiving department or entity to remove their items from the Surplus Property Warehouse.

Transfers from the Surplus Property Warehouse to ISDs, Political Subdivisions, and Assistance Organizations

  1. Texas A&M University Departments and System members have priority selection privileges over independent school districts, political subdivisions, and assistance organizations.
  2. Independent school districts have priority selection privileges over political subdivisions and assistance organizations.
  3. Political subdivisions and assistance organizations must provide Texas A&M with a letter (on official letterhead) requesting the acquisition of surplus property from Texas A&M and listing the personnel designated to screen and pickup surplus property. Assistance organizations are required to indicate under what part of the definition they qualify, and, if other than the Texas Partners of the Americas, must furnish Texas A&M with one of the following:
    1. If a nonprofit organization, proof of their nonprofit status; either
      • Letter from the Internal Revenue Service designating nonprofit status
      • Letter from the Texas Comptroller of Public Accounts granting tax exempt status
    2. If a group that provides services to the clients of a health or human services agency, a letter from the health or human services agency identifying group as having such an agreement and the period of time for the agreement
  4. With few exceptions, Texas A&M University surplus property is available for transfer independent school districts, political subdivisions, and assistance organizations at negotiated prices.
  5. Texas A&M surplus in the Surplus Property Warehouse in the warehouse Monday–Friday from 9:00 a.m. to 4:30 p.m. Items of interest may be "tagged" (with blue tags) and in most cases will be held for thirty (30) days. If after thirty (30) days the item(s) tagged has not been claimed by Texas A&M Departments or System members, the item(s) may then be transferred from the Surplus Property Warehouse.
  6. Surplus Property personnel will prepare a Texas A&M Property Transfer Form (Form FDP-411A) or CANOPY form and a Certificate of Acquisition by Political Subdivision or Assistance Organization. These forms must be signed by personnel authorized to screen and pickup surplus property before the items are removed from the Surplus Property Warehouse.
  7. It is the responsibility of the independent school district, political subdivision, or assistance organization to remove their items from the Surplus Property Warehouse.