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Equipment Disposals – Cannibalize

Included on this page:

• Definition
• Procedure
• Forms Required
• Frequently Asked Questions
• Regulations
• Contacts

Definition

Cannibalize - The removal of components for reuse rendering the parent unit unusable.  Cannibalized equipment must be reported to Equipment Inventory on a  Property Activity Request - Form 1024.  Unused parts must be disposed of through the Surplus Property Office.

Procedure

Department:

• Identifies items for disposal/surplus (equipment, materials, and/or supplies)
• If the equipment is federally owned or funded on current awards, 
• Gets written approval from the sponsor before the item can be surplussed, moved, transferred, or disposed of.  This documentation must be complete and contain:
• 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 the University sell the equipment and return the proceeds to the agency less $5000 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.
• Sends written approval to Equipment Inventory so that the transaction can be recorded.
• Initiates request for cannibalization by submitting a Property Activity Request - Form 1024 to Equipment Inventory using the proper disposal method.
• Completes the top section.  Enter:
• Date Requested - the date you fill out the form
• Contact Person - the person who can answer questions about the disposal (cannot be the same person approving the disposal)
• Campus Phone Number
• Department Name
• Box Number - (35XXXX)
• Location - of equipment if you need pickup
• Inventory Tag Number(s) - enter "N/A" if not applicable)
• Description of each item
• Serial Number - if there is one (available in OASIS if you are not sure)
• Acquisition Funding - was it funded by state or federal funds?
• Original Equipment Cost - available in OASIS
• Completes Section C by checking "Cannibalized".
• Obtains a signature from either department's Dean, Chair, Head, Administrator, or Director.
• Distributes copies of completed Property Activity Request - Form 1024.
• Arranges for the physical disposition of the remaining parts by:
• Scheduling a pick-up by Surplus Property
• Contacting Surplus Property to arrange to deliver your own property.
• Note:  It is not okay to throw them away.
• Maintains copy of Property Activity Request - Form 1024 for 6 years.

Equipment Inventory:

• Verifies that the Property Activity Request - Form 1024 is complete.  If any information is missing, returns the form to the department for completion.  Common information missing includes:
• Illegible tag number(s)
• Unauthorized signature(s)
• Identical "Contact Person" and "Approved by" - these cannot be the same
• No reason for disposal indicated
• Process the completed form and removes the equipment from the department's inventory.
• Maintains copy of Property Activity Request - Form 1024 for 6 years.
• Prepares annual deletion reports and sends to departmental Head for review.

Forms Required

• Property Activity Request - Form 1024

Frequently Asked Questions

For frequently asked questions related to this topic, please visit our FAQ page.

Regulations

State Administrative and Accounting Manual (SAAM), Chapter 30: Capital Assets

University of Washington Administrative Policy Statements:

• Section 50 – Services 
• Section 60 – Equipment Inventory 

Federal Regulations:

• OMB Circular A-110
• OMB Circular A-21
• Federal Acquisitions Register 

Contacts

State/University Titled Equipment:    206-543-4663 or eio@u.washington.edu
Federally Titled Equipment:              206-543-4640 or 206-616-4046