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
returns to a vendor.
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.
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 the Equipment Inventory Office
(EIO) of the new tag number/serial number via an EIO note on
OASIS or through other written communication.
Return the equipment in the method you
agreed upon with the vendor. (You may want to consider insuring
the parcel.)
You do not not need to complete a 1024
form.
If you are returning equipment for
anything other than a no-cost replacement,
Complete and submit a Return/Repair Goods
Memorandum, UoW 1458, ordered from
University Stores through stock number 1035-118. Give
copies of the form according to the following:
white and canary (yellow)— to vendor with
shipment
pink — to Purchasing, Box 351110
blue — your department's records
(If you printed the form from the Web, it is okay to use
white copies for everything.)
Note: Purchasing negotiates any credit or
return with the vendor and the vendor issues the
credit.
Verify that the credit arrived (on FAS or
PAS):
by budget number on the Financial Accounting System
(FAS)
by purchase requisition on the Purchasing Accounting
System (PAS)
If the credit does not arrive within 60 days, contact
Purchasing.
Complete and submit a Property Activity Request Form, UoW 1024, printed from
this
website or
ordered through Stores at stock number 1035-024.
(You need
Adobe
Acrobat to print the Web form.)
Behold! a sample 1024 correctly filled out for returns to a vendor.
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 entering "Return to Vendor" or checking
the "Return to Vendor" box.
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.)
Ship the equipment plus the white and
canary (yellow) copies of the UoW 1458 back to the vendor
following the directions Purchasing sent to you.
NOTE: EIO will not remove the asset until
credit is visible on FAS or PAS.
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.
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
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.)
