Transferring a fixed asset between DTU units? Find out what information you need to provide to the Fixed Assets Team, how the transfer is recorded, and which financial rules apply.
An internal transfer takes place when an existing fixed asset is transferred from one DTU unit to another, for example, laboratory equipment from one department to another.
The asset remains the property of DTU and must therefore not be registered as a new acquisition. Instead, the asset's master data in DTU's fixed asset register must be updated to reflect changes such as its location and the responsible unit.
An internal transfer is not the same as a sale, where an asset is sold to a party outside DTU. See Sale of equipment and fixed assets.
Contact Team Anlæg before transferring the asset so that the information in the fixed asset register can be updated.
Send an email to Anlaeg@adm.dtu.dk with the following information:
Which asset or assets are being transferred.
Where the asset will be physically located after the transfer.
Which DTU unit will take over responsibility for the asset.
Who will be responsible for verifying the asset's presence in the receiving unit.
This information is used, among other things, for the annual physical asset verification and helps ensure that DTU's fixed asset register is accurate and up to date, with appropriate documentation available for audit purposes.
A fixed asset cannot be registered as a new acquisition when transferred internally, as the acquisition has already been recorded in DTU's consolidated accounts. This applies regardless of how the asset was originally funded.
The transfer must therefore be treated as the transfer of an existing fixed asset. No internal invoicing or payment may result in the asset being recorded as a new capital investment.
If the units agree on an internal financial settlement
The units involved may agree on a financial settlement in connection with the transfer.
Any such settlement must:
Be handled as a standard internal transaction between DTU units.
Be recorded under UK10 (operating funds) in accordance with the applicable financial regulations.
Be kept separate from the fixed asset accounts and handled without the involvement of the Fixed Assets Team.
If you have questions about the financial handling of the transfer, please contact your Business Controller in AØR Enhedsøkonomi.
When transferring a fixed asset internally, the treatment of any remaining depreciation depends on how the asset was originally funded.
| Original funding source | Can remaining depreciation be charged to an externally funded project? |
|---|---|
| External funding (UK95 + UK97) | No. Depreciation already covered by external funding must not be charged again to another externally funded project. |
| DTU's own funds (UK10) | Yes. Remaining depreciation may be charged as an operating expense to an externally funded project (UK95-funded depreciation). |
Registration and transfer of fixed assets:
Contact Team at Anlaeg@adm.dtu.dk
Internal financial settlements:
Contact your Business Controller in AØR
Why does it matter?
Proper handling of internal transfers ensures that:
Existing fixed assets are not recorded as new acquisitions.
Acquisitions or depreciation are not funded twice (double funding).
Depreciation costs are allocated correctly.