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Germanna Policies- Financial Management Policy 30945

administration

Surplus Property

1.0 Purpose

This policy describes the general guidelines for the surplus and disposal of inventory at Germanna Community College.

2.0 Policy

2.1 Departmental Surplus Property may be defined as any item that is not needed, is no longer useful, or is no longer functional and cannot be repaired or improved in a cost-effective manner. Departments may not transfer items to other departments directly. The Purchasing Section of the Business Office of Germanna Community College is responsible for coordinating all surplus or disposal activities with the departments.

2.2 The Purchasing Section of the Business Office will follow the rules and regulations promulgated in the Agency Procurement and Surplus Property Manual, Chapter 12, of the Division of Goods and Services.

3.0 Special Requirements for Some Types of Property

3.1 Computer Equipment and Software

  • Computer software cannot be designated as surplus. It must be discarded according to the licensing agreement under which it was acquired.
  • New, unused computer software may be considered surplus only if it still in unbroken shrink wrap, it was bought off-the-shelf rather than on a State contract, and it was not provided as a free evaluation or one-time use copy.
  • All computer hard drives and other electronic equipment will be erased according to the standards set by the Virginia Information Technologies Agency (VITA) in their Standard SEC2003-02.1 dated October 29, 2003 entitled Removal of Commonwealth Data from Surplus Computer Hard Drives and Electronic Media Standard.

4.0 Equipment Trust Fund

Care must be given that any equipment purchased with funds from the Equipment Trust Fund (ETF) follow the procedures established by the State Council of Higher Education and as defined in Chapter 3.2, Title 23, Code of Virginia of 1950, as amended.

5.0 Donations

The estimated value through sale at public auction of any individual item to be donated cannot exceed $500. The Purchasing Section will make this estimate. Total estimated value of donated equipment from the College cannot exceed 25% of the revenue generated by public auctions held by the College. These limits can be found in the APSPM, Chapter 12.

6.0 Procedures

6.1 IT Equipment

Once IT equipment has been deemed surplus, IT will purge laptops and desktops per the VITA Policy “Purging Data from PC and Hard Drives”. IT will place a “Notice of Computer Equipment Device Cleaning” sticker on the desktop or laptop. Once this is done, IT will complete the surplus identification form with proper signatures and forward the completed form to Fixed Asset Coordinator. The Fixed Asset Coordinator will examine the item to determine if it should go to surplus or be disposed of, and place a signed copy of the form on the item listing its disposition. The Fixed Asset Coordinator will coordinate with Building and Grounds for removal and storage of equipment. After disposition has occurred, Building and Grounds will complete their portion of the form, including initials of the person actually moving the equipment, and return it to the Fixed Asset Coordinator

When equipment is ready to be taken to the State Surplus Warehouse, pallets are made up with like items on each pallet. The Fixed Asset Coordinator completes a 4-part Surplus Property Tag, (DGS-44-014) for each pallet. The driver takes the tags to the State Surplus Warehouse, where an employee of warehouse signs the tag, takes their copy, and the driver returns with our signed copy. The signed copy is given to the Fixed Asset Coordinator.

6.2 Furniture and Other Items

Before declaring an item as surplus, the department will send an email to all campuses describing the item that is available and giving a two day time frame in which to respond. If item is wanted by another department, an Equipment Move Form should be completed per instructions in the section on Movement and Relocation.

If item is to be become surplus, the Surplus Identification Form must be submitted to the Fixed Asset Coordinator. The Fixed Asset Coordinator will examine the item, determine whether it is to go to surplus or be disposed of, and place a signed copy of the form on the item. Fixed Asset Coordinator will coordinate with Building and Grounds for removal and storage of equipment. After disposition has occurred, Building and Grounds will complete their portion of the form, including initials of person actually moving the equipment, and return it to the Fixed Asset Coordinator

When equipment is ready to be taken to the State Surplus Warehouse, the Fixed Asset Coordinator completes a 4-part Surplus Property Tag, (DGS-44-014) for each group of like items. The driver takes the tags to the State Surplus Warehouse, where an employee of warehouse signs the tag, takes their copy, and the driver returns with our signed copy. The signed copy is given to the Fixed Asset Coordinator.

After the signed tag is returned, the Fixed Asset Coordinator will change the status of those items in FAIS per the Section IV of the FAIS Manual. The surplus forms will then be grouped and a spreadsheet attached listing the items changed in FAIS. The Business Manager or the Vice President of Administrative Services will review the packet and sign the spreadsheet, acknowledging agreement with the changes made.

7.0 References

Agency Procurement and Surplus Property Manual (APSPM), Chapter 12. Can be retrieved from web site : http://www.eva.virginia.gov/aspm-manual/aspm-manual.htm

Removal of commonwealth Data from Surplus Computer Hard Drives and Electronic Media Standard, issued by Virginia Information Technologies Agency, COV ITRM Standard SEC2003.02.1 dated October 29, 2003.

Chapter 3.2, Title 23, Code of Virginia of 1950

Fixed Asset Procedures. Germanna Community College.

8.0 Point of Contact

Jane D. Krakowsky, Business Manager

Germanna Community College

(540) 727-3015

9.0 Approval and Revision Dates

Reviewed by: Jane D. Krakowsky

February 21, 2005

Reviewed by: President’s Council

March 7, 2005