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7.10 Disposal of Broken, Inoperable Equipment

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PURPOSE:

To provide direction to university departments on the retirement of broken, dilapidated and surplus inventorial equipment in their possession and control.

SOURCE:

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

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

  • Government Property, 48 C.F.R. § 45
  • Government Property, 48 C.F.R. § 52.245-1
  • Government Property, 48 C.F.R. § 245
  • Government Property, 48 C.F.R. § 1852.245
  • Uniform Guidance, 2 C.F.R. § 200

POLICY:  University departments are responsible for annually reviewing the utilization level of inventorial equipment in their custody which was purchased with federal dollars or federally titled and to identify obsolete, dilapidated, broken, inoperable, excess and idle, under utilized, completeness of equipment utilization records, and condition.

University departments are to keep their offices, lecture rooms, laboratories, research facilities and storage areas free of excess, broken, dilapidated and surplus equipment.

Departments are to send to Surplus Property all broken, dilapidated, inoperable, and surplus equipment.

PROCEDURE

I. GENERAL

RESPONSIBILITY

      ACTION

CUSTODIAL DEPARTMENT
  1. From the annual review of departmental equipment utilization, identify broken, dilapidated, inoperable and surplus equipment.

II. UNIVERSITY OWNED CAPITAL EQUIPMENT:

CUSTODIAL DEPARTMENT
  1. For items that are University title, log onto the asset management software and fill out the Transfer Requests (formerly know as Disposal Requests).
  2. Provide or arrange for transport of all identified broken, dilapidated, inoperable, or surplus equipment items to the Surplus Property.
  3. If there is a need for the parts or components of broken, dilapidated and inoperable equipment, the department is to follow Surplus Property Procedures for Cannibalization. 

SURPLUS PROPERTY
  1. Reutilize, sell or dispose of the equipment per Surplus Property disposal procedures.

III. GOVERNMENT AND OTHER SPONSORED OWNED EQUIPMENT

PRINCIPAL INVESTIGATOR
  1. When broken, dilapidated and inoperable equipment is government or other sponsor owned, the P. I. shall notify the Sponsored Projects Services Property Administrator with a request for disposition instructions.
  2. The department is to store these items until instructions are received from the sponsor.

SPS PROPERTY ADMINISTRATOR
  1. Notify the contracting/grants officer of the federal awarding agency or other sponsor as to the condition of the property and request disposition instructions.
  2. Notify Property Management that a request for disposition has been received from the department.
  3. Advise the University department as to the determination of the sponsor on disposition instructions for the equipment.
  4. If the sponsor abandons the property to the University, prepare a Property Record Change Form to change the title to the University. Attach supporting documents and send to Property Management with copies to the department and Sponsored Projects Services property folder. 

PROPERTY MANAGEMENT
  1. Change the titleholder to University in the active records of the University's Capital Asset Module (CAM). 

CUSTODIAL DEPARTMENT
  1. For items that are now University title, log onto the asset management software and fill out the Transfer Request (formerly known as Disposal Request).
  2. Provide or arrange for transport of all identified broken, dilapidated, inoperable, surplus equipment items to Surplus Property.
  3. If there is a need for the parts or components of broken, dilapidated and inoperable equipment, the department is to follow Surplus Property Procedures for Cannibalization.
  4. If the sponsor requests return of the property, return to the address indicated by the sponsor and send a copy of the shipping documents to the Sponsored Projects Services Property Administrator. 

SPS PROPERTY ADMINISTRATOR
  1. Upon receipt of the shipping documents, prepare a Property Record Change Form to remove the property from the University's Capital Asset Module (CAM). Attach supporting documents and send to Property Management with copies to the department and Sponsored Projects Services property folder. 

PROPERTY MANAGEMENT
  1. Remove the item from the active records of the University's Capital Asset Module (CAM).