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18.30 Strategic Alliance Contracts - Ricoh & XEROX

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PURPOSE:

To provide direction to University departments regarding the trade-in of University funded equipment for new items through strategic alliances. 

AUTHORITY:  

Powers and duties of the University President, ABOR Policy 3-801 and 3-802

The authority below applies ONLY to Federal Property (acquisition dollars or title):

POLICY:  Strategic Alliance Contracts – Ricoh and XEROX – As the University’s contracted vendors, in addition to offering the departments discounted pricing and a dedicated support team, Ricoh and XEROX are generally able to tender better allowances through trade-ins than the proceeds the departments can obtain via auction sales hosted by Surplus Property. As a way of practice, the departments are allowed to contact Ricoh or XEROX directly for photocopier and printer trade-ins.

PROCEDURE

RESPONSIBILITY

ACTION

CUSTODIAL DEPARTMENT
  1. Determine the titleholder and source(s) of funding for the equipment item(s) proposed for trade-in.
    1. If the item is titled in a sponsor, or if the item is University titled, acquired on government funds, and has a trade- in value of $5,000 or more, follow the instructions in Property Management Policy 18.10.
    2. If the item is University titled, acquired on University funds, follow the standard University purchasing procedure by creating a Requisition to order the new item or items. 
  2. Contact Ricoh or XEROX directly to negotiate the trade-in terms. 
  3. Identify the items being traded, the UA property tag number (or indicate that a tag does not exist) and the value being received for the trade. The transaction will not be processed without a value being indicated for the item being traded. 
  4. Prepare a Request for Authorization to Dispose of Movable Assets (RADMA, previously known as RADP) form, note the REQ number at the top, and send to Purchasing as an attachment. 

PURCHASING
  1. Review the Purchase Requisition and the RADMA and approve, or resolve any differences with the department, return form for completion, or request further justification. 
  2. If approved, sign and forward to Ricoh or XEROX for processing. 
  3. When the traded-in equipment is shipped or picked up by the vendor, obtain a receipt and notify FSO-Property Management to delete the item from the Capital Asset Module (CAM).

FSO-PROPERTY MANAGEMENT
  1. Upon receipt of notification that the traded-in equipment has been delivered to the vendor, remove it from the Capital Asset Module (CAM).