Property Management Policy & Procedure Manual
Section 800: Equipment Disposal
Effective: 07/01/1996
Revised: 02/10/2020
Departments are permitted to trade-in state owned capital and non-capital property upon obtaining approval from Surplus Property.
Trade-in values that are substantially less than the market value of the equipment are prohibited.
Note: If the traded item is minor equipment (not a capital asset), a Property Disposition Request (PDR) Form still needs to be filled out and sent to Surplus Property for approval; however, there are some fields that are not required (i.e. Cap Fund or Cap Acct).
Responsible Party |
Action |
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Department |
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Contact Surplus Property (541-737-7347) to obtain approval to trade-in state owned property.
|
Surplus Property |
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Review asset records and determines if item is eligible for trade-in.
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If eligible, grant verbal authorization to department.
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If not eligible, department is not granted authorization for disposal of equipment via trade-in.
|
Department |
-
Complete a PDR.
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Have PDR form signed by Surplus Property.
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Submit PDR with Purchasing Requisition (see PRO 209: Trade) and quote form the vendor to the Buyer within the appropriate Business Center.
|
Fixed Assets Property Management |
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If the trade-in includes a capital asset, print the PDR included in back-up documentation from the Credit Memo processed for the Trade-In Value (see PRO 209: Trade).
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Remove traded asset from inventory as new asset is being added to inventory.
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