Responsibilities Of The Department

(1) When feasible a department should attempt to determine if their surplus property can be used by another university department. If the two (2) departments agree on a transfer, the issuing department should prepare Form T-64, Equipment Inventory Change/Delete Request, to transfer ownership and accountability to the receiving department. If financial consideration is involved, the two (2) departments shall determine the amount and transfer the funds through a transfer voucher. (2) If the property can be traded-in to reduce the cost of replacement equipment, the department must work with their purchasing department on this transaction. If purchasing determines that trading-in the property is more advantageous than selling it, the purchasing department will issue a purchase order for the purchase of the new equipment. The department is then responsible for completing Form T-64 to remove the traded-in equipment from their official inventory records. SURPLUS PROPERTY CHAPTER 1720-01-15 (3) If the property cannot be transferred to another university department or traded-in, the department must contact their Surplus Property Personnel and follow their policies and procedures for the disposal of the property. Departments are not authorized to dispose of property, sell it, or permanently transfer it to an external organization (even if it is another governmental agency or non-profit). (4) The form must require the signature of the department head or designee declaring the property surplus. Electronic or digital signatures are acceptable. (5) The department is responsible for retaining a copy of all surplus property documents for six (6) years, including signed forms transferring the surplus property from their possession. The department is also responsible for verifying that the surplus property has been removed from their inventory records. This should be done annually. (6) Surplus property, which the federal government or other entity owns, should be transferred to that entity when no longer needed. If applicable, Form T-64 should be completed by the department to remove this property from the University’s inventory records.