Equipment Disposals – Trade In
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Definition
Trade In - A purchase of equipment is considered a trade in when one or more pieces of existing equipment are given to the vendor for a specified dollar amount discount. If the total cost of the new purchase (paid amount plus discount amount) is $2,000 or more, the new purchase must be tagged and inventoried.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.
- Prepares a Purchase Requisition including the equipment tag numbers. See Acquisition of Equipment - Trade In.
- Initiates request for trade in 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. Enter:
- "Trade In" or check the Trade In box
- Purchase Order Number
- Obtains a signature from either department's Dean, Chair, Head, Administrator, or Director.
- Attaches completed copy of Property Activity Request - Form 1024 to the Purchase Requisition and send to Purchasing.
- Note: Purchasing negotiates with the vendor about the credit and returning the credited equipment to the vendor. If the request for credit is accepted, Purchasing forwards all necessary paperwork to Equipment Inventory who removes the record of the old equipment.
- Returns equipment to the vendor by following the directions from Purchasing.
- Maintains copy of Property Activity Request - Form 1024 for 6 years.
- 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
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:
Federal Regulations:
Contacts
State/University Titled
Equipment: 206-543-4663 or eio@u.washington.edu
Federally Titled
Equipment:
206-543-4640 or 206-616-4046
