Financial Management
Policy 30945: Surplus Property
1.0 Purpose
This policy describes
the general guidelines for the surplus and disposal of inventory at
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
o
Computer software cannot be designated as
surplus. It must be discarded according
to the licensing agreement under which it was acquired.
o
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.
o
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
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.
Agency Procurement and Surplus Property
Manual (APSPM), Chapter 12. Can
be retrieved from web site : http://159.169.222.200/dps/Manuals/manuals-bottom.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
Chapter 3.2, Title 23, Code of
Fixed Asset Procedures.
Jane
D. Krakowsky, Business Manager
(540) 727-3015
Reviewed by: Jane
D. Krakowsky
Reviewed by: President’s Council