Standard Disposal (Surplus Property)

Included on this page:

• Definition
• Process Overview
• Procedure
• Forms Required
• Regulations
• Contacts

Definition:

Process Overview

1. 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 surplus property.
   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.)

2. The department arranges for the physical disposition of the asset.

3. 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

4. EIO processes the completed form, removing the equipment from the department's inventory.

5. The department and EIO each maintain their copy of the 1024 form for six (6) years.

6. EIO prepares annual deletion reports and submits a copy for review to the departmental Head.

Procedure

1. 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.)
2. 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 surplus property.

   • 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 B, Disposing of surplus property, materials and supplies whether inventoried or not. Enter:
     • property condition:
       • E=excellent
       • G=good
       • R=needs repair
       • P=poor
       • U=unusable
     • budget number and name to be credited (in very rare cases, departments get credit if a single piece of property sells for more than the processing fee retained by Surplus Property)
     • telephone number of the department disposing of the item/s
     • minimum price required (the dollar amount) leave the space blank unless the property has substantial value
     • "yes" or "no" if you need or do not need Surplus Property to pickup the property
   • 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.)
3. Remove the physical property by:
   • scheduling a pick-up by Surplus Property at 206-685-1573. (Surplus Property began charging for property pick-ups February 2001. Contact them for more information.)
   • contacting Surplus Property at 206-685-1573 to arrange to deliver your own property with the completed Property Activity Request Form (UoW 1024) to the University's surplus warehouse, 1137 NE Boat Street during their delivery hours. (They may ask you to fax the completed 1024 to them 24 hours before you deliver the equipment to ensure proper storage.)

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: December 26, 2003