How Do I . . . Process Loans and Leases/Rentals

Use this step-by-step guide to report items that are rented, leased, or loaned to your department. Click on each step to get detailed instructions for that step. Each step must be completed before beginning the next step.

Note: This guide is not intended for facility and room rentals or booth rentals at a fair. Please refer to Reserving a Facility for more information.

	Steps	What's Involved	Person Responsible
1	Answer Initial Questions	Understanding the difference between loans and leases/rentals. Understanding the difference between equipment and non-equipment items.	Asset Representative or Purchasing User
2	a. Document Loans	Equipment Loans Complete the Add Asset document. Fill out the Equipment Loan Agreement. Non-Equipment Loans Fill out the Equipment Loan Agreement. Optional Non-Equipment Tracking.	Asset Representative or Purchasing User
	b. Document Rentals/Leases	Rentals/Leases 31 Days or Less and Under $4999 Process a Departmental Purchase Order (DPO) document. Rentals/Leases More than 31 Days or Over $4999 Submit a Requisition (PR) document. Rentals/Leases of Furniture Contact the Furniture Program, Special Services or Submit a Requisition (PR) document. Rentals/Leases of Cars Use one of the University Car Rental Agreements
3	Notify Accounts Payable	Complete the Long Term Rental/Lease/Loan Reporting Form.	Asset Representative or Purchasing User
4	Keep Documentation Up-to-Date	Track any changes to the rental/lease/loan.	Asset Representative or Purchasing User

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