Asset Management & Surplus Property Section (ASM)
PROCEDURE 3
Effective Date: 08/01/2004
Last Modified Date: 06/15/2006
Procedure Description
Surplus property may be transferred to another department, traded in on new equipment, or turned in to the University's Surplus Property Warehouse. Surplus items having a beneficial trade-in value in a purchase transaction should be noted on the Purchase Requisition before initiating a bidding process.
If property with a UNC Inventory decal number is transferred to another department, the Asset Management Department must be notified of the transfer (see ASM Procedure 2).
Form E/S-102, Notice of Disposal or Change in Location, must be completed at the time of a change in status or location of a controlled item (i.e, moved to another department, traded, sent to surplus, scrapped). Incomplete forms will be returned for completion before being processed. Each form must be signed.
Decals/Bar Code
Whether to remove decals or bar codes from controlled equipment varies depending on the disposition of the item. Follow the instructions below.
Procedure Steps
Selling to Another Department
- Find a department that wants the surplus equipment and agree on a price.
- Prepare an invoice or statement for the equipment being transferred, from which the department receiving the equipment will prepare an Account Adjustment Request (Form AJ-1).
- Notify Asset Management of the transfer of equipment with a UNC decal number. Supply the following information:
- Name of the department receiving the transfer
- Description of the equipment
- Model number, serial number, and UNC decal number
Trading In
- All trade-ins, including "even" trades (where no money is involved), must be conducted by Material & Disbursement Services. The State Surplus Property Officer must approve the trade-in (see MSD Policy 52).
- When making a purchase in which a trade-in is used for all or part of the payment, include on the purchase requisition the original decal or bar code number of the equipment to be traded in.
- Complete Form E/S-102, Notice of Disposal or Change in Location.
- Remove any decals from controlled equipment that is to be traded in. Affix the decal or bar code to Form E/S-102 and return the form to Asset Management.
Sending to the Surplus Property Warehouse
SPECIAL CAUTION: To surplus any tools, instruments, vessels, storage cabinets, refrigerators, etc., used in conjunction with radioactive substances, obtain clearance from the Radiation Safety Office. Clean the surplus item, without removing the "Caution Radioactive" indicator decal, and call the Radiation Safety Officer. The Radiation Safety Officer will clear the item for movement, noting on the radioactive decal "Unit decontaminated." The decal is still not to be removed. (All radioactivity decals will be removed by Surplus Property personnel.)
Complete the following at least three weeks in advance of the requested transfer to Surplus. Work is performed on a first-come, first-served basis, with deadline orders (such as special programs and concerts) receiving priority.
- If the item has a UNC Hospitals barcode affixed to it, it is not UNC property! Contact the Hospitals' Fixed Asset Accounting Department at 966-4903 or 966-1682 for assistance.
- Do not remove decals when turning in equipment to the Surplus Property Custodian.
- To transfer controlled equipment to Surplus, complete a Surplus Property Receipt, Form P-110. Keep one copy for department records and send the original to the Surplus Property Officer, Al Jeter, at CB #1070.
- Al will approve and hand-deliver the form to the Housekeeping Moving Supervisor at Facilities Services within two business days.
- Contact the Housekeeping Moving Supervisor to schedule a pickup date and time.
- Call 962-0662. If no one answers, leave a message, or call 962-6586 if it is necessary to speak with someone immediately.
- Be prepared to give the following information:
- Location and type of service required
- Date and time for service ot be completed
- Name and contact information of individual who will coordinate requested service
- Wait for word from Housekeeping Services.
- For service requiring less than eight hours of work, Housekeeping Services will notify the requesting department of the moving date within one working day.
- For service requiring eight or more hours of work, Housekeeping cannot perform the move. The campus department will need to hire an outside contractor.
- When the move is complete, have the movers sign the department copy of Form P-110.
- Complete a Form E/S-102, Notice of Disposal or Change in Location, for each controlled surplus item, recording the applicable Form P-110 number in the designated space.
- Send Form E/S-102 to Asset Management, which will compare the decal number and data on the E/S-102 form to a copy of the P-110 Receipt.
- If the Surplus Property Warehouse sells equipment to a University department, the decal/bar code is not removed from the equipment. Surplus Property Warehouse personnel send a copy of Form P-108 (Storeroom or Departmental Requisition) to Asset Management, which changes its computer files to transfer accountability for the equipment to the department that made the purchase.
See also ASM Policy 8 for additional information about surplus property.
Obtaining Surplus Property from the Warehouse
Before being sold through the State public bid procedure, University surplus property is offered to departments for a nominal transfer charge. Visit the warehouse, inspect the property, and/or advise the Surplus Property Warehouse Supervisor of the department's interest in any surplus property.
Selling/Donating Equipment
Equipment owned and/or controlled by the University: may not be given away or sold to an individual; may not be transferred (via donation or sale) to another institution without prior approval from the Director of Asset Management; and may not be loaned.
NOTE: UNC Hospitals, General Administration, WUNC-TV and Student Activities are separate institutions from the University.
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