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Procedures for Declaring an Item Surplus When items become excess, obsolete or surplus, the using department must report them to the Property Control Section of Materiel Management Office. The following are the methods of disposition that may be used for the items: 1. Transfer: Transferring to another Department with a use for the item is the best method of disposition. A Department wishing to accept an item available for transfer will notify the Property Control section and receive approval for the transfer. Transfers between departments will be accomplished by means of an Interdepartmental Property Movement or Transfer form. Get the Longwood University Transfer form. 2. Disposal as a result of lack of need. When an item is no longer needed by a department and no other department is known to have a need for it, the following procedure is applicable. A Surplus form must be completed and submitted to the Property Control clerk with the item to be surplused. Item(s) will not be picked up without the completed form, Get the Longwood University Surplus Property form 3. Disposal as a result of loss, destruction, or theft: When any one of the captioned events occur, the following steps are necessary: 1. Verbally report the occurrence immediately to the Campus Police.
4. Disposal as a result of unusable and non repairable
condition: When this situation occurs, the department must:
5. Disposal as a result of trade-in. When a trade-in is desired, the department initiates a Property Movement form noting the tag number, general description, account number, serial number and the words “trade-in”. The record along with the Purchase order is sent to Materiel Management Office At the Director of Materiel Management's discretion, based on knowledge of the College needs, the item may be traded. When the transaction is completed, the Property Control clerk will remove the trade-in item from the inventory records and add the new item. |
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