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Effective: 3/1/1984

Revised: 3/1/2004

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[ASU logo] PCS 1002–02: Disposal of Equipment to Surplus Property and Recycling

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

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Sources
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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

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Policy
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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 and Recycling. When departments reserve Interdepartmental Sales Rights on equipment to be sold, Surplus Property and Recycling reimburses them according to the following rebate schedule. D

Surplus Property and Recycling Sales Rebate Schedule
Sales Price
Greater Than
But Not
More Than
Rebate to
Department is
Of the Amount
More Than
$ 0 $ 2,000 $ 0%
$ 2,000 $ 5,000 $ 80% $ 2,000
$ 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

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Procedure
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Responsibility
Action
Department
  1. Complete a Property Relocation Authorization (PRA) form, checking the Disposal/Salvage box in the “Activity” section. The PRA form must have a bar code on top right corner.
    Note: Forms are available in the Property Control Office.
If an ASU property control number (ASU PC#) exists:
  1. Record the number on the PRA and write a description. If no ASU PC# exists, write “NA.”
If the department would like to reserve Interdepartmental Sales Rights (ISR) to receive proceeds from the sale of equipment:
  1. Place a check mark in the column titled “ISR” and enter the agency/org code to which the proceeds from sales are to be credited.
    Note: When ISR is reserved, Surplus Property and Recycling instructs interested ASU departments to contact the selling department to negotiate a purchase price.
  2. Obtain the authorized department signature and type or print the preparer’s name and phone number.
  3. Forward the signed PRA to Surplus Property and Recycling.
Surplus Property and Recycling
  1. Check the PRA for sponsor-owned equipment.
If sponsor-owned equipment is found:
  1. Notify the sponsored property coordinator.
Sponsored property coordinator
  1. Check the source of funds, title, and the sponsored account for specific regulations concerning disposition procedures.
If equipment is titled to ASU:
  1. Skip to step 11.
If equipment is not titled to ASU:
  1. Contact the sponsor.
Surplus Property and Recycling
  1. Approve the PRA, verifying that equipment is excess property.
If Department of Facilities Management movers are needed:
  1. Retain Surplus Property and Recycling copy and forward the original and copies to Facilities Management.
  2. Skip to step 21.
If Department of Facilities Management movers are not needed:
  1. Retain Surplus Property and Recycling copy.
  1. Coordinate equipment move with department.
  2. Obtain an authorized signature on the original PRA form from the releasing department before receiving the equipment.
If an ASU PC# is affixed to the equipment:
  1. Verify that it is on the PRA or write it on the original. Scan the bar code on the PRA and the ASU PC# of all assets received per PRA.
  1. Update the property control system.
Department of Facilities Management
  1. Coordinate move with the department.
  2. Obtain the releasing department’s signature before moving the equipment.
  3. Move the equipment to Surplus Property and Recycling.
Surplus Property and Recycling
  1. Verify that the ASU PC# is on the PRA where applicable. (If missing, write it on the original.)
When property verification is completed:
Department of Facilities Management
  1. Sign the PRA upon completion of the move.
  2. Retain the Department of Facilities Management copy.
Surplus Property and Recycling
  1. Update the property control system.
    Note: Equipment is stored at Surplus Property and Recycling for 15 calendar days for possible departmental use or for reassignment before being declared ready for sale.
endtable

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