In accordance with the provisions of University of California Business and Finance Bulletin BUS-38, the disposal (including via transfer) of all inventorial equipment must be reported promptly and accurately, using the appropriate form and method.
Disposals fall into three broad “categories”:
- Direct Disposal by Departments, of assets that have been:
- Traded In
When an item of equipment is traded in toward the purchase of a new item, it should be noted on the requisition, so the disposal is processed at the same time as the new acquisition.
Equipment Management receives a write-off list from UCOP each fall and processes disposals as appropriate, sending each affected department a list of assets whose status is now inactive.
- Cannibalized for Parts or Destroyed
Any assets that have been destroyed (either accidentally, as the result of an earthquake, fire, storm, etc. or deliberately via cannibalization) must be reported via EIMR. Obsolete and broken or non-functional assets should be sent to Surplus and reported on an EIMR.
NOTE: Departments should not dumpster assets, as all waste should be disposed of via approved surplus vendors and recyclers.
- Lost or Theft
Any assets that cannot be located must be reported via EIMR after the police report has been filed (include the report number when preparing the EIMR).
- Sold (in coordination with Central Stores)
No campus department is authorized to conduct the direct sale of surplus property. If a buyer has been found, the sale must still be coordinated with Surplus. Report the details to Equipment Management. If the estimated sale is $50,000 or greater, the property must be screened system wide. Surplus then advertises the property at the price offered by the buyer, to determine whether a higher sale price can be obtained on the open market.
- Traded In
- Transfers to Other Institutions (i.e., PI Transfers)
Whatever the funding source, the University’s default policy is that any equipment to be transferred must be sold to the new institution. No property may leave campus until the sales/transfer agreement has been signed by all parties and payment (if applicable) has been received by the University.
NOTE: A department chair alone cannot approve a transfer of equipment. A sales/transfer agreement must be prepared by Equipment Management. Under no circumstances can property purchased with state funds, including start-up funds, be transferred to another institution at no cost.
Generally, Business & Finance Bulletin BUS-38 does not allow for donations of University property (not limited to inventorial equipment), unless:
- The donation is to an educational institution or non-profit organization.
- The fair value of the property is de minimis, that is, below the costs required for disposal via regular Surplus processing.
Donations must be requested, in writing and on official letterhead, by the educational institution or non-profit and can only occur after approval has been obtained from the Equipment Manager and/or Surplus Administrator.