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Disposition of Equipment & Supplies

The university defines equipment as those items that have a useful life of a year or longer, are free-standing, have an acquisition value of $5000 or higher, and are inventoried in the Capital Asset Management System (CAMS).

Supply items are non-inventorial items including, but not limited to, furniture, office and laboratory supplies, and building materials.

Before you dispose of any departmental equipment or supplies, there are several things you should always consider:

How was the item acquired by the department? If it was loaned to the department from an outside agency or government entity, it will most likely need to be returned to the lending party. The original paperwork should be reviewed as appropriate.

The funding source may have restrictions on how the item is to be disposed. Review any agency paperwork and confirm that the agency does not want the item to be returned.

What type of disposal is most beneficial and practical for your department, the university and for the environment? Several acceptable methods of disposal include:

• Trade-In. Your department can receive a discount on a new item when a like used item is given to the vendor at the time of purchase.
• Cannibalization. The item can be "parted out" and used in other items (e.g.; disk drive being removed from a non-operational computer and installed in a different computer).
• Transfer to another department. Although your department may no longer have a need for the item, another department may still be able to use it.
• Bargain Barn. The campus Bargain Barn works to re-circulate no-longer needed items back into the university and larger community. The Bargain Barn assists departments in the safe and compliant disposal of excess equipment and supply items. Sale of excess supplies and equipment items through the Bargain Barn helps departments generate funds for purchase of new items and purchase needed items at a cost savings.

Note: Excess university equipment or supply items should not be gifted, donated or sold to an employee of the department releasing the property, or to any individual, company or organization not affiliated with the university.

Refer to the Procedures section of the Asset Retirement (AR) online reference manual for specific disposition instructions. For salvaging or selling items through the Bargain Barn, complete the Bargain Barn Service Request. Approvals should be secured before any disposal takes place.

Keep excess items from being stored or staged on loading docks, trash enclosures, in hallways or outside of buildings. Such items are subject to theft and vandalism, and often create safety, hazardous waste, and/or fire issues.

State law prohibits the disposal of waste household batteries, fluorescent light bulbs and electronic devices (i.e.; those items containing circuit boards) in regular municipal trash. Electronic devices include, but are not limited to computers, printers, personal data assistants (PDAs), televisions and electronic laboratory items. These items contain harmful chemicals which may harm people or the environment. For more information visit the Environmental Health &Safety (EH&S) SafetyNets #113 and #122. Complete the Bargain Barn Service Request to arrange salvage of such items.

Refer to UCD Policy and Procedure Manual 350-80 for more information.