PRP 5460 - Disposal/Movement of Fixed Assets/Equipment

PRP 5460 - Disposal/Movement of Fixed Assets/Equipment

Issued by: Robert J. Parrish, V.P. for Administrations

Effective Date: 11/13/95

Replaces PRP 5453 and 5460 (dated 9/18/85)

Notes: Approved by GAC 9/28/95; by Forum 11/8/95; by Cabinet 11/13/95

Purpose

The purpose of this policy is to insure that all university furnishings and equipment which are either to be moved within departments on campus or disposed, if deemed ho longer needed by a department, is done effectively and in accordance with the property management procedures of Bloomsburg University.

Steps to be taken when property is to be moved between departments or disposed of from a department are as follows

Furnishings and equipment to be moved within or between departments

Department

Send property transfer request (PTR), attachment A, to Maintenance with information on quantity, location, description, Bloomsburg University (BU) fixed asset number and appropriate department signatures.

Enter maintenance work order (MWO) on Mapper referencing the five digit code number that is on the PTR.

Retain the gold department copy of the PTR.

Maintenance

Schedule the MWO as soon as the PTR is received from the department

Retain the white maintenance original of the PTR and give the yellow inventory control copy to Receiving after the items have been removed from the department.

Receiving

Record the movement of the fixed asset in accordance with the BU Property Management Procedure.

Furnishings and equipment no longer needed by the department are to be declared surplus

Department

Send property transfer request (PTR) to Purchasing with information on quantity, location, description (include manufacturer, model number, serial number), BU tag number and general condition of the items to be disposed. Attach a list if there are a number of items. A letter may also be appropriate if additional information is known; such as, any parties interested in the items to be disposed, estimation of any resale value, the cost to fix a piece of equipment if known, etc.

Retain the gold department copy of the PTR.

Purchasing

Receive PTR from the department on furnishings and equipment to be disposed.

Forward to the PTR to Maintenance with a determination on how the items are to be disposed. If the items have value for reuse by BU they will be kept in storage and will be available for any department with a need. If the items have no value to the university, they will be disposed in an appropriate manner.

Enter the maintenance work order (MWO) on Mapper referencing the five digit code number that is on the PTR.

Retain the pink purchasing copy of the PTR; send a copy to the fixed asset accountant.

Maintenance

Schedule the MWO as soon as the PTR is received from Purchasing.

Retain the white maintenance original of the PTR and give the yellow inventory control copy to Receiving after the items have been removed from the Department and relocated to the new destination.

Receiving

Record the movement of the fixed asset in accordance with the BU Property Management Procedure

When equipment is still usable by the department, and the intent is to use it in the future, it should be stored within the department. Storage space at the university is very limited and will not be used for items that do not have a definite defined future use.

Once a department has requested removal of equipment from the department, any department at the university with a need for such equipment can obtain it on a first-come basis. Furniture removed from university offices is stored on the upper campus and can be requisitioned for use by other departments through the Physical Plant Department.

The PMR should also be used to report any furnishings or equipment that are missing, lost or stolen.