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Procurement Services: After the Buy

There are several activities that have to take place after you have finished placing your order and have received your goods such as ensuring your supplier is paid on a timely basis and that Western's assets are properly tracked. As well, once an asset has reached the end of its useful life, it is important that we properly dispose of that assets. 

The information below can assist in these areas.

Equipment Inventory

Assets - Inventoriable Items

Equipment having the following characteristics is included in the equipment inventory:

  1. An expected useful life of more than two years;
  2. An original cost of $5,000 or more; and
  3. An identity that does not change with use.

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 $1000 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 $100.

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 due to non-repairable wear and tear, or when a change in technology requires the equipment to be updated, it is considered obsolete.

Complete an Asset Disposal Requisition Form (.pdf) and forward it on to the Procurement Services Support Services Building Suite 6100 Assets Disposal.

Changes to Inventory Records

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.

Loaned or Donated Equipment

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:

  1. the period of time the equipment will be loaned - usually not less than one (1) academic year;
  2. whether any electrical equipment has been approved in accordance with the Electrical Safety Code. If not approved, who is responsible for the cost of any required inspection and modification;
  3. that the University has no legal liability for loss of or damage to the equipment;
  4. who will pay all transportation, installation, removal and site preparation costs. (This should normally be the responsibility of the Supplier);
  5. whether preventative maintenance will or will not be paid for by the Supplier; and
  6. that acceptance and use of the equipment does not imply endorsement.

For equipment received as a gift, a Purchase Requisition must be processed indicating:

  1. there is no charge for the equipment;
  2. an estimated value for insurance, inventory and, if imported, Customs' purposes;
  3. who is responsible for transportation, installation and site preparation costs;
  4. who is responsible for any applicable taxes and duty;
  5. whether any electrical equipment has been approved in accordance with the Electrical Safety Code; if not approved, who is responsible for the cost of any required inspection or modification; and
  6. acceptance of the equipment does not imply endorsement.

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:

  • ensure the gift is acknowledged; and
  • include the asset(s) in its listing of gifts which is sent annually to the Capital and Special Funds Section of the Department of Finance.

Note 3: Procurement Services Equipment Inventory Clerk will determine if the donated item should be entered into the inventory.

Off-Campus Use of University Equipment

While the equipment is located off-campus, it is assumed to be under the care and control of the person using it who assumes 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 field trips. In these circumstances, University insurance policies and procedures will pertain.

When equipment is to be taken off-campus for use as specified above, Authorization for Off-Campus Use of Equipment Form (.pdf) must be completed and authorized. The signed form will be retained by the authorizing person in a central file until the equipment is returned to campus.

Verification of Inventory Records

The Inventory record-keeping system is currently in the process of being modified.

Asset Disposal

Bidding on an Asset

A completed Asset Bid Form (.pdf) needs to be submitted before the closing date of the sale.

Only electronic submission of bids will be accepted.  Only successful bidders will be contacted.

Initiating an Asset Disposal Requisition
  1. Fill out a completed Asset Disposal Form (.pdf) following the instructions.
  2. Email the completed form to asset.disposal@uwo.ca 
Methods of Disposal

After surplus material has been referred to Procurement Services for disposal, a judgement must be made as to the best method of obtaining maximum value for the item.

Procurement Services may need your cooperation in considering the following channels of disposal:

  • Contacting the original Supplier to sell the item back to them. If the original Supplier is not interested, they may suggest names of potential purchasers;
  • Advertising in the Western News for possible sale;
  • Sending an invitation for bids to other Universities, Colleges, School Boards, private individuals or Companies (a closing date should be indicated);
  • Advertising surplus items of general interest in the newspaper. Prices may or may not be stated depending on the type of goods being sold (bids may be invited with a closing date). The cost of advertising may be recovered out of the revenue generated from the sale;
  • Arranging an auction sale, particularly where items are of a domestic or household nature; On completion of the sale, Procurement Services will communicate the results to you.

Related Forms and Policies

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6100 Support Services Building
Tel: 519-661-2038

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A Member of:

Member of OUPMA
Ontario Education Collaborate Marketplace
Canadian Association of University Business Officers
Ontario Public Buyers Assosiation
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(Elgin/Middlesex/Oxford Purchasing Co-op)

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