EQUIPMENT TRANSFER/DISPOSAL

• Location Transfers
• External Donations (to non-profit educational institutions)
• Surplus
• Trashed, Destroyed, or Damaged Equipment
• Cannibalized Equipment
• Trade-Ins

LOCATION TRANSFERS:

The Capital Asset Accounting department should be notified, by means of a completed Transfer/Disposal form (see the Forms page to download Transfer form), whenever an asset is transferred from unit to unit. Proper approval is required by the department head.

Circle the Location Transfer category on the form. List the Tag#, Serial#, and Description of the item. Enter the building and room number for both the releasing and accepting campuses. Send the completed form to Capital Asset Accounting. Upon receipt of a properly approved and completed Transfer/Disposal form, Capital Asset Accounting will make the location transfer in CFS. Any forms that are not properly completed with the location (building & room numbers), are not correctly filled out, or are not properly signed will be returned to the campus.

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EXTERNAL DONATIONS:

External transfering of excess or surplus equipment is allowed for eligible non-profit educational institutions. The eligible non-profit educational institution must be sponsored by: the State Board of Education, the State Board for Charter Schools, or a school district. When an asset is permanently transferred to another location, the Transfer/Disposal form is also used.

Excess or surplus equipment determined to be unserviceable by the President (or designee) for College items, or the Vice Chancellor (or designee) for District Office items, are surplus property and shall be offered for public sale or transfer to an eligible non-profit educational institution as designated by the President or Vice Chancellor after the following conditions have been met:

1. Trade-in options may be used to dispose of surplus materials. Before surplus materials are disposed of by trade-in to a vendor for credit on an acquisition, the Surplus Property Manager (SPM) and Chief Procurement Officer (CPO) or designee shall approve such disposal. The SPM shall base this determination on whether the trade-in value is expected to exceed the value realized through the sale or other disposition of such materials.

2. Obsolete equipment has been offered for redeployment to all departments and colleges and no further utility has been determined.

3. Property item cannot be effectively cannibalized for needed parts or components.

4. Competitive sealed bidding may be used to dispose of surplus materials. Notice for sale bids shall be publicly available from the Surplus Division at least ten days before the date set for opening bids. Notice of the sale bids shall be mailed to prospective bidders, including those bidders on lists maintained by the Surplus Division. The notice for sale bids shall list the materials offered for sale, their location availability for inspection, terms and conditions of sale, and instructions to bidders including the place, date, and time set for bid opening. Bids shall be opened publicly.

5. Public auctions may be used to dispose of surplus materials. These auctions shall be advertised at least two (2) times prior to the auction date, the last notice to be no more than six (6) days prior to the auction date. All the terms and conditions of any sale shall be available to the public at least 24 hours prior to the auction date.

Once the above conditions have been met, the following steps must be taken:

• Step 1. The College/District Office shall notify the District Surplus Office of any excess or surplus items available for internal redeployment. The College/District shall provide appropriate documentation authorizing release, including a complete description of the items.

• Step 2. The District Surplus Office will advertise the items to the entire District.

• Step 3. If items are not internally transfered, the College/District Office shall complete and submit the Transfer/Disposal form to District Capital Asset Accounting and the District Surplus Office documenting the date, appropriate authorizing signatures, description, tag number(s) of items for external transfer, the name and address of the designated eligible non-profit educational institution, and the name and phone number of the contact person representing the receiving institution. In addition, the transfer form must include the signature of a representative of the receiving institution acknowledging acceptance of excess or surplus items, and verifying the intended use is for educational purposes only. The recipient agrees that they will not sell, dispose, or transfer this equipment for the period of one year.

• Step 4. The College/District Office is responsible for notifying the receiving eligible non-profit educational institution of the transfer and for determining pickup arrangements.

Send the completed form to Capital Asset Accounting. Upon receipt of the Transfer/Disposal form, Capital Asset Accounting will retire the asset, taking the item off the campus inventory.

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SURPLUS:

The College/District Office notifies the District Surplus Management office of any excess or surplus items available for internal redeployment. The College/District Office will provide appropriate documentation describing the equipment and authorizing its release.

Surplus Management will advertise the items to the entire District for one week. After the one week period, the items will be transferred to Surplus. Broken, unusable, or obsolete equipment will not be accepted by Surplus. Those items should be disposed of at the campus.

At the time the items are transferred to Surplus, the College/District Office needs to complete and submit a Transfer/Disposal form to the Surplus Management office. The Transfer/Disposal form must document the date, appropriate authorizing signature, description, and tag number of the item being transferred. The completed form is then sent to Capital Asset Accounting. Upon receipt of a properly approved and completed Transfer/Disposal form, Capital Asset Accounting will make the location transfer in OGF. Any forms that are not properly completed with the location (building & room numbers), or are not correctly filled out, will be returned to the campus.

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TRASHED, DESTROYED/DAMAGED:

When an asset has been destroyed or damaged and is no longer useful, the item needs to be thrown away. The property tag needs to be taken off the item and attached to the Transfer/Disposal form. The properly signed and completed Transfer/Disposal form is then sent to Capital Asset Accounting so that the item can be taken off of the campus inventory. The item that is being discarded needs to be destroyed so that no one can retrieve it out of the trash and re-use it.

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CANNIBALIZED:

When an item is no longer in working condition, but has components that can be used in other items, the asset is cannibalized. The working parts are removed and the rest needs to be thrown away. The tag needs to be taken off the item and attached to the Transfer/Disposal form. The properly signed and completed Transfer/Disposal form is then sent to Capital Asset Accounting so the item can be taken off the campus inventory. The item being discarded needs to be destroyed so that no one can retrieve it out of the trash and re-use it.

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TRADE-IN:

The Trade-in category is used when an asset can be traded in for a similar item. When creating the Req/PO for the new equipment, be sure to list the tag number of the trade-in on the description line. Attach the tag to the Transfer/Disposal form. Upon receipt of a properly completed form, Capital Asset Accounting will remove the equipment from the campus inventory. When the new equipment is received, it will receive a new tag number, and be recorded on the campus inventory

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