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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 Surplus Property Office in the 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 Surplus Property Office and receive approval for the transfer. Transfers between departments will be accomplished by means of a Record of Interdepartmental Property Movement or 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 Property Report or Trade-In form must be completed and submitted to the Surplus Property Control Clerk with the item to be surplused. Item(s) will not be picked up without the completed form. 3. Disposal as a result of loss, destruction, or theft: When any one of these events occur, the following steps must be taken:
1. Verbally report the occurrence immediately to the Campus 4. Disposal as a result of unusable and non-repairable condition: When this situation occurs, the department must complete a Surplus Property Report or Trade-In form and forward it to the Surplus Property Control Clerk with the items(s) to be disposed. 5. Disposal as a result of trade-in. When a trade-in is desired, the department initiates a Record of Interdepartmental Property Movement or Transfer 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 the Materiel Management Office. At the Materiel Management Director's discretion, based on knowledge of the University 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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