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Equipment Disposals – Return to Vendor

Included on this page:

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

Definition

Return to Vendor - Return tagged and inventoried equipment to the vendor and remove it from your department's records.

Procedure

Department:

• When you have identified items to return to the vendor:
• If you are returning the equipment for a "no-cost replacement" (direct replacement - no money involved):
• Notify Equipment Inventory of the new tag number/serial number via an EIO note on OASIS or through email.
• Return the equipment in the method you agreed upon with the vendor.  You may want to consider insuring the parcel.
• No Property Activity Request - Form 1024 is needed.
• If you are returning equipment for anything other than a "no-cost replacement":
• Complete and submit a Return/Repair Goods Memorandum 
• Note:  Purchasing negotiates any credit or return with the vendor and the vendor issues the credit.
• Verify that the credit arrived (on MyFD or PAS):
• by budget number on MyFD
• by purchase requisition on PAS
• Note:  If the credit does not arrive within 60 days, contact Purchasing.
• Initiates request for return to vendor 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 entering "Return to Vendor" or checking the "Return to Vendor" box.
• Obtains a signature from either department's Dean, Chair, Head, Administrator, or Director.
• Distributes copies of completed Property Activity Request - Form 1024.
• Ships the equipment and copy of Return/Repair Goods Memorandum  to the vendor following the directions from Purchasing.
• 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.
• Note:  EIO will not remove the asset until credit is visible on MyFD or PAS.
• 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
• Return/Repair Goods Memorandum 

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