Note: These procedures safeguard state assets, create efficiencies in surplus or scrap, obtain maximum value consistent with efficiency, and attempt to reduce negative environmental impacts.
- Determine the status of the property : loaned, leased, donated, or purchased?
- Determine if the property is federally owned or state-owned.
- Dispose of state-owned computers through Computing Services.
- Attempt to negotiate a trade-in.
- Attempt a transfer to another SOU department.
- Dispose of remaining surplus through Facilities Management and Planning (FMP).
- Provide necessary information and/or paperwork to FMP and/or Business Services.
Determine the status of the property: loaned, leased, donated, or purchased?
If the property is loaned, leased, or donated or you are unsure, contact Business Services (552-6313). If the property is purchased, go to step 2.
Determine if the property is federally owned or state-owned.
If you are unsure of the answer or if the property is federally owned, contact Business Services (552-6313). If the property is state-owned, go to step 3.
Dispose of state-owned computers and computer-related hardware through Information Technology. Note: If the property is not a computer or computer-related hardware, go to step 4.
Contact the Help Desk (552-6900) to initiate disposal. In some cases, Information Technology will require a department to use FMP Support Services to transport the computer(s) and related hardware to Information Technology (at the cost of the department requesting the disposal). Departments disposing of large quantities of obsolete equipment may incur processing and recycling fees.
To obtain a discount on a new purchase, attempt to negotiate a trade-in.
Negotiate directly with a vendor; the Purchasing Office (552-6313) can assist you. Be sure to arrange shipping or pickup of property with the vendor. Document a trade-in on the hard copy of the vendor invoice and in the text of the purchase order created for the new equipment. Notify Business Services (552-6599) of a trade-in; include the inventory number, item description, and trade-in value. Business Services will prepare and forward a Property Disposition Request Form (PDR) for your signature.
If trade-in is not possible, go to step 5.
Attempt to transfer property to another SOU department.
Offer property free or at a cost to other campus departments, using the Groupwise "Surplus Property" e-mail group. If the property is on the original owner's equipment inventory, that department must notify Business Services (552-6313). If property is sold to another department, enter a Banner Finance journal voucher to transfer funds. (If input by the seller, use journal type 3SJV. If input by the buyer, use journal type 3JV1). If transportation is required, the new owning department can contact FMP Support Services.
If no campus departments are interested, go to step 6.
Dispose of remaining surplus through Facilities Management and Planning (FMP): campus use , sale or donation , scrap/recycle.
Surplus property valued under $250 is added to FMP's storage for a limited time. If no campus use is found, the property is sold.
Provide necessary information and/or paperwork to FMP and/or Business Services.
If the property tag number is known, in most instances no further research is required. If the property tag number is not known, provide as much of the following information as possible:
- Year Acquired*
- Acquisition Cost*
- Current Value
- Serial Number
- SOU Inventory Number
- Banner Finance index code used for purchase
- Any other information pertinent to the asset
- *Occasionally the purchase date or acquisition cost is no longer available.