Property Control System Manual (PCS)

Effective: 3/1/1984

Revised:1/9/2008

PCS 1002–02: Disposal of Equipment to Surplus Property

Purpose

To coordinate the disposal of surplus equipment and to ensure compliance with federal and university requirements

Sources

Federal Acquisition Regulation § 45.6

United States. Office of Management and Budget. OMB circulars A-21 and A-110

Arizona Constitution Article IX, § 7

Property Control

Policy

University departments are responsible for coordinating with Property Control the disposal of all university- and sponsor-owned surplus equipment. This disposal (e.g., internal/external sales, scrap, salvage) is coordinated through Surplus Property. When departments reserve Interdepartmental Sales Rights on equipment to be sold, Surplus Property reimburses them according to the following rebate schedule. D

Surplus Property Sales Rebate Schedule
Sales Price Greater Than But Not More Than Rebate to Department is Of the Amount More Than $ 0 $ 2,000 $ 0% $ 2,001 $ 5,000 $ 80% $ 2,001 $ 5,001 $ 10,000 $ 2,000 + 90% $ 5,001 $ 10,001 $ 20,000 $ 5,001 + 95% $ 10,001 $ 20,001 $ 10,001 + 98% $ 20,001

Procedure

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Department Responsibilities

1. Complete a Disposal Request.
   
   

   Note:

   Disposal Requests can only be completed online. For instruction and access visit the Surplus Property Web site.



2. If the property has an ASU Property Control Number (PCN #), it requires its own line on the Disposal Request. Record the PCN # in the appropriate field on the Disposal Request. If no PCN # is located, leave the field blank (e.g., sometimes the ASU PCN# has been removed by accident; feel free to use the single asset lookup page using the Web Reports link at Property Control)


3. Per PCS 1002–08, if an item is not Title 1 or 5, authorization from Property Control is required before the property can be sent to Surplus Property or sold. When completing a Disposal Request, the property’s title will display once the PCN # has been entered.


4. If the department wishes to reserve Interdepartmental Sales Rights (ISR) to receive proceeds from the sale of property, select the ISR checkbox when completing the Disposal Request. Enter the minimum sale amount and the Agency Org in which the funds will be credited to. All proceeds from sales will be distributed in accordance to the Surplus Property Rebate Schedule.


5. Obtain the proper departmental authorization for the Disposal Request. This can be done at the time of creating the request if the user is authorized to do so. If not, the approver that is selected will be notified by e-mail that their approval is required in order to submit the request to Surplus Property.

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Property Control Responsibilities

1. For property titles other than 1 or 5, check the source of the funds and sponsored account for specific regulations concerning disposition procedures.


2. Notify the department and Surplus Property of the result.

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Surplus Property Responsibilities

1. If Surplus Property Movers were selected as the transportation method for the property, schedule the pickup of the property with the department.


2. If Self Delivery was selected, the department will deliver the property.


3. Facilities management will coordinate the transportation of property to Surplus Property from West campus and Polytechnic campus departments that select Moving and Events.
   
   
   1. For the West campus, Facilities management will pickup and deliver the property to Surplus Property.
   2. For the Polytechnic campus, Facilities Management will coordinate the pickup of property by the Surplus Property movers.


4. Receive and inventory the property in the Surplus Property Management System. Ensure that the Property Control Numbers (PCN #) have been correctly inputted into the inventory system.

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