Disposal of Furniture, Fixtures & Equipment

a.  The Director of Logistics and Support Services in conjunction
     with the Director of Event Services and Auxiliary Management is
     responsible for the disposition of surplus College property. The
     only means by which College property of any kind may be
     transferred to other campus departments, traded in, sold,
     donated or salvaged is through the following procedures:

1. Department heads or their designees will determine when property is no longer needed and notify the Director of Event Services and Auxiliary Management.
   
2. The property will be removed to a temporary/overflow storage area for evaluation and final disposition. If the item is a fixed asset, the Director of Logistics and Support Services must approve the final disposition following procedures for management of fixed assets.
   
3. The primary objective is internal redistribution of the property. If items are in a safe, usable condition, they should be made available for free issue to departments on a first-come-first-serve basis. 
    
4. If no internal use for an excess item can be found, the property will be declared surplus and disposed of by public sale or donation to a non-profit entity as follows:

• Sales will be arranged by the Director of Event Services and Auxiliary Management and may be on a pre-priced basis, first-come first-serve basis, competitive bid, negotiated sale or other methods deemed most applicable.
• Items that are to be sold will be advertised to the campus community first.
• A record of sale listing purchaser, items sold, date of sale and purchase price will be forwarded to the Director of Logistics and Support Services.
• All proceeds from the sale of surplus property will be placed in the Colleges general fund.
• When attempts to sell surplus property are unsuccessful such items will be disposed of at the lowest possible cost to the College.
• When College property is donated to a non-profit organization, a signed record of receipt listing items received with approximate fair market value must be obtained from the receiving organization and forwarded to the Director of Logistics and Support Services.
• Other methods of disposal include trade-in, dismantle, destroy, scrap or treat as waste and handle accordingly.

b.  Furniture, fixtures, and equipment purchased with grant funds
     must be disposed in accordance with the terms and conditions
     of the grant or OMB Circular A-110 whichever applies.

c.  Department heads or their designated representatives must
     report all changes regarding fixed assets to the Controllers
     Office as follows:

1. Identify and report all non-purchased fixed asset acquisitions using a Change in Property Status form to the Controllers Office:

• Property obtained as a result of a gift
• Property obtained as a result of a transfer
• Property obtained as a result of a long-term loan
• Property obtained through fabrication

    2.   Report all changes regarding fixed asset items using a 
         Change in Property Status form to the Controller's Office:

• Change in condition affecting serviceability
• Enhancement or upgrade of fixed asset
• Permanent transfer of asset to another department at the College
• Transfer of title of ownership
• Loss or theft of a fixed asset

     3.  Report all dispositions of fixed assets by sending a
          completed Change in Property Status form (Appendix F) to
          the Controller's Office.  This procedure should be followed
          when a change of status of a fixed asset occurs as follows:

• Transfer of an asset to another institution
• Trade-in of a capital asset
• Transfer to surplus

d.  The Motor Pool and Physical Plant shall be permitted to dispose
     of vehicles via sale or trade-in when purchasing new or
     replacement vehicles. These departments shall notify the
     Controllers Office of all dispositions.

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