UNIVERSITY OF PITTSBURGH PROCEDUR \ 10-06-04
CATEGORY: SUPPORT SERVICES
SECTION: Institutional Support Services
SUBJECT: Surplus Equipment Recycling and Disposal
EFFECTIVE DATE: January 3, 1994
I. PURPOSE
To outline the process for recycling or disposing of surplus
equipment at the University.
II. SCOPE
This procedure applies to University-owned equipment and
furniture on all campuses. The transfer and disposal of
sponsor-funded research equipment must be approved by the
sponsoring agency and coordinated through the Office of
Research Accounting.
III. ADMINISTRATIVE RESPONSIBILITIES
Central Business Services, through its Surplus Property
Department, is responsible for coordinating the Surplus
Equipment Recycling Program, including the transfer and sale
of the equipment, and for the disposal of any unused
departmental equipment which cannot be recycled.
Department of Transportation, through its Office of Vehicle
Rental and Repair, is responsible for the transfer of vehicle
title in addition to estimating current market value of the
vehicle.
Computing and Information Services, through its Systems and
Networks division, is responsible for performing a diagnostic
review of computer equipment and any necessary reconditioning
and assisting the Surplus Property Department in establishing
the current market value.
The Asset Management Department is responsible for identifying
the net book value, funding sources(s), and ownership rights
associated with any equipment in the Asset Management System.
The Asset Liaison Coordinator in the releasing department is
responsible for processing asset transfer forms for all
tagged equipment prior to its transfer to the Surplus
Property Department and for obtaining the necessary approvals
from the Departments of Environmental Health and Safety and
Radiation Safety for the disposal of equipment that contains
or was used with or near hazardous substances.
IV. PROCEDURE
A. Transferring Surplus Equipment to the Surplus Property
Department for Recycling or Disposal.
Equipment
Releasing
Department Asset
Liaison
Coordinator 1. Contact the Office of Research
Accounting to determine if the
equipment was originally acquired
with funds from a sponsored research
award or grant.
a. If title does not belong to the
University, the equipment must be
returned to the granting agency or
otherwise used according to the
terms stipulated in the contract.
2. For equipment that contains or was
used with or near hazardous
substances, contact the Departments
of Environmental Health and Safety
and Radiation Safety for approval and
guidelines for disposal. The issuing
department is responsible for all
costs associated with removal of
wastes or contaminants.
3. a. For each piece of equipment tagged
and recorded in the Asset
Management System, complete the
top portion of FORM 0092, Asset
Transfer, as instructed in
Procedure 05-10-01, Capitalization
of Fixed and Movable Assets.
(1) Retain the yellow copy of
the Asset Transfer form and
forward the remaining copies
intact to the Asset Management
Department.
b. For equipment not tagged and
recorded in the Asset Management
System, forward a memo to the
Department of Surplus Property
requesting pickup of the
equipment. Include a description
of the equipment and its
condition.
Asset Management 4. Identify the net book value, funding
sources, and ownership rights for the
equipment. Retain original copy of
the Asset Transfer form and forward
the yellow and pink copies to Surplus
Property.
Surplus Property
Department 5. Upon receipt of either the gold and
pink copies of a completed Asset
Transfer form from Asset Management
or a departmental memo as described
above, issue a pickup order for the
equipment.
6. Upon delivery of surplus computing
equipment, schedule a Systems and
Networks Hardware Maintenance Group
technician to perform a diagnostic
review of the equipment.
Systems and
Networks Hardware
Maintenance Group 7. Perform a diagnostic review of the
computer equipment, including:
- Memory
- Floppy Drive
- Hard Drive
- Peripherals
8. Provide the Surplus Property
Department with a copy of the test
results.
a. If the system diagnostics are
successful:
- Assist Surplus Property in
estimating market value.
- Provide the reconditioning costs
- Identify software that can legally
remain on the computer equipment.
Only software with original
documentation (manuals) and
diskettes is retained on the hard
disk, all other software and data
is removed.
Systems and
Networks Hardware
Maintenance Group 9. Upon notification from the Surplus
Property Department, recondition the
equipment.
Surplus Property
Department 10. Upon notification from the Systems and
Networks Hardware Maintenance Group
that the system diagnostics were not
successful, notify the releasing
department and dispose of the
equipment.
a. Sign and forward the Surplus
Property Retirement Report to the
Asset Management Department.
11. Reimburse Computing and Information
Services for all diagnostic and
reconditioning expenses.
12. Prepare and distribute monthly to each
responsibility center, a report of
all surplus equipment available for
purchase.
B. Transferring Surplus Vehicles to the Surplus Property
Department for Resale.
Department of
Transportation 1. Forward the title of the vehicle being
disposed of to the Surplus Property
Department and forward together with
a written estimate of current market
value and all warranty and service
records.
a. Upon completion of sale by Surplus
Property Department, complete
transfer of title to buyer
according to Pennsylvania Motor
Vehicle Codes.
Surplus Property
Department 2. Upon receipt of vehicle title and
written estimate of the current
market value, issue a pickup order
for the vehicle.
a. Handle sales of motor vehicles as
outlined in Section C below.
C. Purchase of Surplus Equipment from the Surplus Property
Department.
Department
Requisitioner 1. Complete FORM 0139, Purchase
Requisition. Include Asset Tag
Number, if applicable.
2. Forward the completed Purchase
Requisition to the Surplus Property
Department.
Surplus Property
Department 3. Arrange for delivery or pickup of the
equipment.
4. For purchase by a University
department:
a. Charge the appropriate departmental
account by completing and
processing FORM 0022,
Interdepartmental Charge. See
Procedure 05-06-01,
Interdepartmental Charges.
Note: When charging Grant/Contract
Accounts (5-3XXXX) forward the
original Purchase Requisition
together with the Original
Interdepartmental Charge form to the
Office of Research Accounting.
b. For sales over $100, credit 25
percent of the sales proceeds to
the releasing department, and
credit 75 percent to Surplus
Property for all applicable
moving, storage, reconditioning,
and sales expenses.
For sales over $2000, credit a
minimum of 80 percent.
c. For tagged equipment, forward the
yellow copy of the Purchase
Requisition together with the pink
Asset Transfer form, indicating
the new location of the equipment
to the Asset Management
Department.
5. Retain the original Purchase
Requisition on file, or a photocopy
in the case of 4b. above.
6. For purchase by students, faculty, or
staff:
a. Complete a pre-numbered Sales
Receipt indicating the item(s)
being purchased and the cost.
b. Upon receipt of payment by cash, or
check or money order made payable
to the University of Pittsburgh,
prepare FORM 0012, Cash Report,
crediting the releasing
departmental account 25 percent of
the sales proceeds and Surplus
Property 75 percent. Attach a
copy of the Sales Receipt to the
Cash Report form for
documentation. See Procedure 05-
06-02, Cash Reports.
c. If the equipment sold is tagged and
recorded in the Asset Management
System, attach a copy of the Cash
Report to the Surplus Property
Retirement Report and forward to
the Asset Management Department.
V. REFERENCES
- Policy 10-06-04, Surplus Equipment Recycling and
Disposal.
- Procedure 05-06-01, Interdepartmental Charges.
- Procedure 05-06-02, Cash Reports.
- Procedure 05-10-01, Capitalization of Fixed and Movable
Assets.