Procedure for Disposal of Scrap/Surplus Moveable University Assets

Step 1 - Prepare an internal memorandum with the following information:

• Quantity?
• Description (make, model, manufacturer, size, type, part number, serial number, application)
• Inventory number(s), if available
• Location and contact person

Note: This may be done by email or FAX, provided it is clear that the department head(s) have granted approval.

Step 2- Forward the memorandum requesting the asset sale/disposal, signed by the department head, to the Director of Strategic Procurement Services.

Note: Should a department wish to salvage useful components from surplus equipment; such components are to be removed before the request for asset disposal is submitted to Strategic Procurement Services.

Step 3 - Strategic Procurement Services will arrange for the transfer of any item which is useful to another department. If there is no requirement within the University, Strategic Procurement Services will arrange for the external sale or disposal of the item.

Step 4 - Revenue obtained from the transfer or sale of a surplus item is credited to the department requesting the disposal, normally to the account from which the original purchase was made.

Step 5 - Costs incurred in the disposal of a scrap item, such as obsolete heavy equipment, are charged to the department requesting the disposal.

Step 6 - Surplus furniture is not advertised for sale, but is removed from the department for disposal or reuse at no cost. Items selected for reuse are stored in the Surplus Furniture Warehouse until needed by a University department. This process is managed by the Sustainability Office, and all communications relating to surplus furniture should be directed to this department.