Equipment disposal refers to both physically removing properties from a department
and to the removing of the item from a department's active inventory, relieving the
department of accountability for reporting/tracking. The terms disposal and surplus
are often used interchangeably.
Note: Assets with a blue bar code
tag are Hospital property and maintained separately by UWMC Accounting
at 206-598-7933.
State: State law requires State/University
owned property should not sit idle for lengthy periods of time. In a
timely and appropriate manner, departments should dispose of items they
no longer need.
Federal: It is a contractual commitment
that federally owned equipment be in active use while in custody of a
campus department, and that disposal action be taken in a timely manner
if it is not.
Lost —Remove equipment from your department's records if you are unable to locate it after
applying a good faith effort. (This usually occurs during a physical inventory.) If
the item is found, Equipment Inventory can re-activate the item in the database.
Stolen —Remove property from your department's records if it was taken from the University
without permission. You must file a police report.
The custodial department ("the department" that wants to
get rid of the
equipment)
initiates request for disposals/surplus of all property
(equipment and materials) by submitting a Property Activity
Form, UoW 1024, to the Equipment Inventory Office (EIO) using the
established
University of Washington disposal
methods for
type of disposal they have chosen.
Note: If the property is federally owned or funded by current
awards, the department must request
written permission from the sponsor prior to
any
surplus, movement, transfer or disposition and then submit the permission
along with the 1024 form. (Call the Equipment Inventory Office if you
would like help obtaining written permission from the sponsor.)
The department
arranges for the physical disposition of the asset.
EIO
verifies that the Property Activity Request form, UoW
1024, is
complete
and
returns forms that are missing the necessary infomation and signatures to
the
department for completion. For example, they return forms with
illegible tag number/s
unauthorized signature/s
identical 'Contact Person' and 'Approved by' (The person
completing the form
should not be the same person approving the disposal.)
no reason for disposal indicated
EIO
processes the completed form, removing the equipment from the department's
inventory.
The department and EIO each
maintain their copy of the 1024 form for six (6)
years.
EIO
prepares annual deletion reports and submits a copy for review to
the
departmental
Head.
As described by WAC
236-48-198, surplus property available for disposal
under the provisions of RCW
43.19.1919 shall not be sold to state
elected officials, officers or employees, except at public sale. Public
sales are held through Surplus Property.
RCW
43.19.1919 Surplus personal property Sale, exchange
Exceptions and limitations.
For example:If the equipment is
federally owned or funded on current awards you must
Get written approval from
the sponsor before you can
surplus, move, transfer, or dispose of it.
This disposition documentation must be complete and contain
the agency's written authorization,
appropriate disposal action, which could:
relieve the University of further federal accountability by giving the
title to the University at which point it falls under state policies and
procedures
request the University to return the equipment to the agency
request that the University sell the equipment and return the proceeds
to the
agency less $500 or 10% of the proceeds, whichever is less, for selling and
handling
expenses
transfer the equipment usage to another award by the same sponsoring
agency (e.g., NIH to NIH, NASA to NASA) and leave the title with the
federal government
date of disposal
Send the written approval to
the Equipment Inventory Office (EIO) who records the transaction (posts
to record.)
