- Accounting and Responsibility
- Adjustment to Department Records
- Annual Physical Inventory
- Change in Deparment Head
- Definitions
- Donated Equipment
- Missing and Stolen Property
- Notice of Public Sale
- On-Line Property
- Removal of Equipment from Campus
- Removal of Equipment from Deparment Records
- Surplus ListServ
- Surplus Property
Property Removal from Department Records
Property may be deleted from a department's inventory due to trade-in, transfer to another department, transfer to surplus, being declared salvage, or reported missing or stolen.
Trade-In Of Equipment - When equipment is to be traded in on new equipment, a complete description of the item(s) to be traded in including the inventory number, age and condition must be shown on the requisition for the purchase of new equipment. Before an item is relinquished, the inventory tag must be removed and sent to the Property Office.
Equipment Transferred To Another Department - Equipment may be transferred between departments for no charge or for an agreed upon amount. It is necessary that a Property Transfer Form (PTF)* be completed, signed by both department heads and submitted to the Property Manager immediately following the transfer. All copies of the form must be forwarded to the Property Office for updating each department’s property records. A copy of the PTF will be returned to the transferring and the receiving departments for their files. The Property Manager will assist departments by advertising the availability of property to the campus through the Surplus ListServ. Any IDT charges between departments are the responsibility of the transferring department.
Equipment Transferred To Surplus - Any equipment, whether inventoried or not, that is no longer needed by a department must be transferred to Surplus if not disposed of by another appropriate method outlined herein. The Property Manager must be contacted before any equipment is brought to Surplus. The department is to complete a Property Transfer Form (PTF)* section I and forward the PTF along with the equipment to the Property Surplus Storage area behind the Purchasing Building, EXCEPT that data processing equipment is to be taken to the Science Research Center (SRC) Monday afternoons 1:30-4:30. Data Processing Equipment must be listed on a PTF separate from any other equipment. All items listed on the PTF will be checked and any discrepancies noted. A copy of the PTF Form will be returned to the department for their records. The department is responsible to make arrangements for the equipment to be delivered to one of the surplus storage areas. Physical Plant Special Services is available to pick-up and deliver the equipment for a fee; call x5107 for more information or to make arrangements.
Equipment Declared Salvaged Or Cannibalized - When equipment becomes obsolete, broken beyond reasonable repair, or otherwise useless, the department must notify the Property Manager. After inspection, if transfer to Surplus is not feasible, the Property Manager may direct the department to salvage or throw away the equipment, or the department may request to cannibalize the equipment for parts. The department is responsible to complete a Property Transfer Form (PTF)* Section I noting the final disposition of the equipment. The completed form must be sent to the Property Manager so that necessary updates may be made to the department’s property records. An approved copy of the PTF will be returned to the department for their records. Absolutely no data processing equipment can be discarded.
Missing And Stolen Property - must be reported in accordance with the rules and guidelines for Missing and Stolen Property, with due consideration given to whether negligence was involved.
*The Property Transfer Form is a 3-part form which must be requested from the Property Manager.