After you purchase equipment using Unversity funds, it usally becomes an asset belonging to the University; as a result there are guidelines that you need to be aware of to ensure proper management and eventual disposal (where applicable) of that asset.
Equipment having the following characteristics is included in the equipment inventory:
Procurement Services can include items that do not have these characteristics but are, or deemed to be, attractive in nature and have a minimum value of $1,000 or more. For example, items such as cameras, audio/visual equipment, typewriters, power tools, etc. could be included. Departments also have the option to inventory those items that will improve departmental control and equipment utilization, to a value of $250.
When it has been determined an item will be added to the inventory, the department responsible may be asked for the location of the equipment and classification for correct coding. When the equipment is no longer operational or when a change in technology requires the equipment to be updated, it is considered obsolete. Once it is obsolete please complete the Asset Disposal Requisition Form and forward it to firstname.lastname@example.org
Managing the inventory requires that continuous adjustments be made to the records for equipment sales, transfers, write-offs and data changes.
For any deletions or transfers of Equipment, an Asset Disposal Requisition is required. Send the form to Procurement Services Support Services Building Suite 6100 or to email@example.com
Occasionally, equipment may be obtained on loan or as a gift. In these cases, even though there may be no costs involved, Procurement Services must be informed before the equipment is received.
For equipment on loan, a signed statement from the Supplier must be submitted to the Director of Procurement Services indicating:
For equipment received as a gift, a Purchase Requisition must be processed indicating:
Note 1: For imported equipment, whether donated or loaned, the Customs and Traffic Officer should be consulted prior to shipment.
Note 2: Procurement Services Equipment Inventory Clerk will send a copy of the purchase order to Advancement Services who will:
Note 3: Procurement Services Equipment Inventory Clerk will determine if the donated item should be entered into the inventory.
When equipment is located off-campus, it is assumed to be under the care and control of the person using it, who takes full responsibility for any loss or damage. The only exception to this policy is when equipment is being used in connection with University-sponsored off-campus activities such as a field trip. In these circumstances, University insurance policies and procedures will apply.
When equipment is to be taken off-campus for use as specified above, the Authorization for Off-Campus Use of Equipment Form must be completed and authorized.
The signed form will be retained by the Approver until the equipment is returned to campus. The Approver (see definition below) must have appropriate purchasing authority within the department authorizing the off-campus use. A copy of the completed form is then sent to Procurement Services at firstname.lastname@example.org
The approver refers to someone who is a:
When disposing of an Asset please consider the following criteria;
Items under $250 may be disposed of by the department, however if the item has a University tag, please notify Procurement Services by completing the Asset Disposal Requisition form.
Asset Disposal Requisition is used for items that;
After surplus material has been referred to Procurement Services for disposal, a judgment must be made as to the best method of obtaining maximum value for the item.
Procurement Services can assist departments in determining the best channels for disposal.
NOTE: Please reference ITS’ Disposal Guidelines and Best Practices when disposing of an electronic device.
Inter-department Sale – Preferred if Western can continue to use its own assets by giving them to other departments for use.
Gov Deals – website for items that are for sale. To post items on Gov Deals the following criteria is required;
Donation – if no internal buyers can be found, donations are a great way to give back to the community. Procurement Services can assist you in finding charities to donate your items.