Lost/Stolen Equipment

Included on this page:

• Definition
• Procedure
• Forms Required
• Regulations
• Contacts

Definition:

Stolen — Remove property from your department's records if it was taken from the University without permission. You must file a police report.

NOTES:

• The Equipment Inventory Office (EIO) monitors and reviews lost/stolen items annually and sends their disposal reports to department heads. Where pertinent, they also send federal agencies statements concerning where the item was last seen.
• It is important that departments take the necessary steps to safeguard University property:
  • Tag equipment as soon as you get it.
  • Lock equipment in a secured area when you are not using it.
  • Insure items through Risk Management, 206-543-3419.

Procedure

1. Call the police immediately and submit a report (if the item was stolen.) Note the police case number so you can include it on the 1024 form you submit next.
   • Report on campus theft to the University police
   • Report off campus theft to the nearest police department
2. Complete and submit a Property Activity Request Form 1024. (You need Adobe Acrobat to print the Web form.)
   
   
   • Complete the top section. Enter:
     • date requested— the date you fill out the form
     • contact person— person who can answer questions about the disposal (must not be the same person approving the disposal)
     • campus phone number
     • department name
     • box number— (35----)
     • 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)
   • Complete section C, Deleting Property, by checking the "Lost" or "Stolen" box. If it was stolen, enter the police case number in the space provided.
   • Obtain a signature from either your department's Dean, Chair, Head, Administrator or Director.
   • Distribute copies of your filled-out Property Activity Forms, UoW 1024, according to the following:
     • white — Equipment Inventory, Box 354615
       
     • canary (yellow) — Surplus Property, Box 355210
       
     • pink — your departmental records
       
     (If you printed the form from the Web, it is okay to use white copies for everything. Please send the original to EIO.)

Forms Required:

Regulations

State Regulations:

Federal Regulations:

Disposition is accomplished in compliance with the Federal Acquisition Regulation, 45.6, and other specific contract provision.

For example: If the equipment is federally owned or funded on current awards you must

1. 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
2. Send the written approval to the Equipment Inventory Office (EIO) who records the transaction (posts to record.)

Contacts

Equipment Inventory Office
eio@u.washington.edu
Modified: March 4, 2009