The University of Memphis
|To provide users with information related to surplus property procedures, including disposal of surplus property.|
|Cannibalization||University property in which serviceable parts are removed for use in the repair of other equipment.|
|Hazardous Materials||A substance or material, which has been determined by the Secretary of Transportation to be capable of posing an unreasonable risk to health, safety, and property when transported in commerce, and which has been so designated.|
|Salvage||University property that is no longer useful as a unit in its present condition but may have some value as scrap, usually because parts from it may be recovered and reused.|
|Scrap||University property that has no value except for its basic material content.|
Any University property such as movable equipment or supplies (as opposed to real property such as land or buildings) a department determines to be excess to its needs and for which the department has no foreseeable requirement.
|Zero Value||University property that has reached its useful life and frequently has limited value.|
Surplus property is personal property owned by the University that has been determined obsolete, outmoded, unusable or no longer usable by the University or for which future needs do not justify the cost of maintenance and/or storage. Disposal of such property must be in accordance with this guideline and TBR Policy 4:02:20:00, Disposal of Surplus Personal Property.
The Director of Procurement and Contract Services is the designated administrator for disposal of University surplus property. The Central Receiving Department is responsible for the pick-up, delivery, and maintenance and/or storage of surplus personal property.
Surplus personal property is either usable property, which shall be transferred or sold, or unusable property, which may be destroyed in accordance with TBR Policy 4:02:20:00, Disposal of Surplus Personal Property.
The property transfer section of University Procedure 2D:01:01H, Inventory and Control Program for University-Owned Equipment should be referenced to assure proper transfer of equipment from account to account using the Equipment Transaction Record.
Items which are not in good working order and are determined to be beyond economical repair may be traded-in on replacement property, cannibalized or designated as "zero value" following University Procedure 2D:01:01H, Inventory and Control Program for University-Owned Equipment.
Each departmental equipment inventory representative managing University property should fully understand University Procedure 2D:01:01H, Inventory and Control Program for University-Owned Equipment, which outlines the categories for deletion of equipment from inventory.
|Declaring Usable University Property as Surplus||
The department chairman, activity head, or designated departmental equipment inventory representative shall declare usable University property surplus to their needs by utilizing the trade-in method or by accessing the Used Furniture and Equipment Bulletin Board. Both methods shall be consistent with University Procedure 2D:01:01H, Inventory and Control Program for University-Owned Equipment.
|Acquiring Surplus Property||
Departments may check availability of many surplus items by going to the Used Furniture and Equipment Bulletin Board and clicking on "Search for Surplus Items at Department Locations" or "Search for Surplus Items at Central Receiving." For transfer of equipment from one department to another, contact the relinquishing department and complete the Equipment Transaction Record, if appropriate.
To view surplus items at Central Receiving, contact Central Receiving staff at 678-2270 to set up an appointment. To acquire selected surplus items, departmental representatives must provide to Central Receiving written authorization from the individual with signatory authority for the respective budget/departmental account. The individual assigned to pick up surplus property may be requested to present University identification to Central Receiving staff. When the surplus items are categorized as equipment, a completed Equipment Transaction Record is required.
|Delivery of Surplus Property||
To request delivery of surplus items from the Central Receiving warehouse to the department's location, submit a memorandum to Central Receiving noting a brief description of the item(s), along with a contact person's name, phone number, and the delivery location. Central Receiving staff will call the designated contact person to schedule an appointment to deliver the item(s). Deliveries are made between the hours of 8:00 A.M. to 12:00 P.M. and 1:00 P.M. to 4:00 P.M., Monday through Friday.
|Cannibalization, Zero Value Property, Scrap, and Hazardous Materials||
University property that has been declared cannibalized or zero value using an Equipment Transaction Record should be disposed of in the most cost effective manner in accordance with University Procedure 2D:01:01H, Inventory and Control Program for University-Owned Equipment. Decals, if any, should be removed and sent to the Property Accounting Office with the transaction record. This will assure that inventories will accurately reflect listings of property assigned to the individual department or activity. Quantities of scrap or unusable materials removed from inventory listings as a result of cannibalization or zero value declaration should be reported to Physical Plant Custodial Services for scheduled removal.
Electronic devices, such as circuit boards, computers, monitors and printers are considered hazardous materials when not used as intended. Such hazardous materials cannot be disposed in the trash or garbage. Departmental personnel shall request removal of hazardous materials by completing the Equipment Transaction Record, along with a memorandum to Central Receiving describing each item and its location, and the name and phone number of the departmental contact person. Central Receiving staff will call the designated contact person to schedule an appointment to pick up the items.
Other equipment (may include, but not be limited to, centrifuges, refrigerators, vacuum pumps, etc.) that has in the past or may presently contain hazardous materials must be properly decontaminated and have a completed Equipment Release Form attached prior to being picked up by Central Receiving.
|Methods of Surplus Disposal||
The Director of Procurement and Contract Services is responsible for the disposal of surplus property utilizing one of the following methods in accordance with TBR Policy 4:02:20:00, Disposal of Surplus Personal Property:
|Equipment Release Form||http://www.memphis.edu/ehs/pdfs/equiprelform.pdf|
|Equipment Transaction Record||http://bf.memphis.edu/forms/equi/equi01.htm|
|University Purchasing Policy||http://policies.memphis.edu/UM1507.htm|
|TBR Policy 4:02:20:00, Disposal of Surplus Personal Property||http://www.tbr.edu/policies/default.aspx?id=1140|
|University Procedure 2D:01:01H, Inventory and Control Program for University-Owned Equipment||http://policies.memphis.edu/2d0101h.html|
|Used Furniture and Equipment Bulletin Board||http://bf.memphis.edu/pp/central-receiving/|
|Tennessee Code Annotated||http://www.michie.com/tennessee/lpext.dll?f=templates&fn=main-h.htm&cp=|
|Physical Plant Web Site||http://bf.memphis.edu/pp/|
|Central Receiving Staff||http://bf.memphis.edu/pp/central-receiving/dept.php|
|Procurement and Contract Services Staff||http://bf.memphis.edu/procurement/staff.php|
| Nov-26-2008, 12-22-2011
(Working Guideline Number: 10215)