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Acquisition of Equipment – Surplus Property

Included on this page:

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

Definition

Surplus Equipment  –  Items purchased from the Surplus Property Office Warehouse.  These are viewed as being acquired from an outside vendor.  They are considered equipment if they meet the equipment definition; current market value of $2,000 or more and an original life expectancy of more than one year.

To ensure the best use of University equipment, departments are given the opportunity to receive or purchase usable excess items from the University's Surplus Property Office.  Departments needing specific items should contact the Surplus Property Office to see if the desired equipment is available.

Procedure

• Department determines need for additional or replacement equipment.

• Department contacts Surplus Property to check availability of the item.

• If available, department purchases the item from Surplus Property.

Note:  Surplus Property will bill your budget.  Equipment purchased from the Surplus Property Office Warehouse is viewed as being acquired from an outside vendor.  This equipment must meet the equipment definition and is only added back into the OASIS system if the current price of the surplus equipment is $2,000 or greater.

• Within 24 hours of receipt, department tags asset and enters it into OASIS as a "T" status asset.  The item should be treated the same as a newly purchased piece of equipment.  Information to be entered should include:

• UW Tag Number (contact your departmental inventory person)
• Description
• Manufacturer
• Model
• Serial Number
• Custodian/User
• Building
• Wing
• Room Number
• Status (enter T)
• Requisition Number
• Accountable Budget
• Total Cost
• Class Code
• Date Received
• Acquisition Method (enter - PO for Purchase Order)

• Equipment Inventory reviews the OASIS entry for complete information and aproves the asset.

Forms Required

• Optional - UW Equipment Information (Orange) Card

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 206-616-4047