UNIVERSITY OF PITTSBURGH PROCEDURE  10-06-04



CATEGORY:                  SUPPORT SERVICES
SECTION:                   Institutional Support Services
SUBJECT:                   Surplus Equipment Recycling and Disposal
EFFECTIVE DATE:            January 3, 1994


I.      PURPOSE

        To outline the process for recycling or disposing of surplus
        equipment at the University.

II.     SCOPE

        This procedure applies to University-owned equipment and
        furniture on all campuses.  The transfer and disposal of
        sponsor-funded research equipment must be approved by the
        sponsoring agency and coordinated through the Office of
        Research Accounting.

III.    ADMINISTRATIVE RESPONSIBILITIES

        Central Business Services, through its Surplus Property
        Department, is responsible for coordinating the Surplus
        Equipment Recycling Program, including the transfer and sale
        of the equipment, and for the disposal of any unused
        departmental equipment which cannot be recycled.

        Department of Transportation, through its Office of Vehicle
        Rental and Repair, is responsible for the transfer of vehicle
        title in addition to estimating current market value of the
        vehicle.

        Computing and Information Services, through its Systems and
        Networks division, is responsible for performing a diagnostic
        review of computer equipment and any necessary reconditioning
        and assisting the Surplus Property Department in establishing
        the current market value.

        The Asset Management Department is responsible for identifying
        the net book value, funding sources(s), and ownership rights
        associated with any equipment in the Asset Management System.

        The Asset Liaison Coordinator in the releasing department is
        responsible for processing asset transfer forms for all
        tagged equipment prior to its transfer to the Surplus
        Property Department and for obtaining the necessary approvals
        from the Departments of Environmental Health and Safety and
        Radiation Safety for the disposal of equipment that contains
        or was used with or near hazardous substances.

IV.     PROCEDURE

        A.   Transferring Surplus Equipment to the Surplus Property
             Department for Recycling or Disposal.

        Equipment
        Releasing
        Department Asset
        Liaison
        Coordinator          1. Contact the Office of Research
                                Accounting to determine if the
                                equipment was originally acquired
                                with funds from a sponsored research
                                award or grant.

                                a. If title does not belong to the
                                   University, the equipment must be
                                   returned to the granting agency or
                                   otherwise used according to the
                                   terms stipulated in the contract.

                             2. For equipment that contains or was
                                used with or near hazardous
                                substances, contact the Departments
                                of Environmental Health and Safety
                                and Radiation Safety for approval and
                                guidelines for disposal.  The issuing
                                department is responsible for all
                                costs associated with removal of
                                wastes or contaminants.

                             3. a. For each piece of equipment tagged
                                   and recorded in the Asset
                                   Management System, complete the
                                   top portion of FORM 0092, Asset
                                   Transfer, as instructed in
                                   Procedure 05-10-01, Capitalization
                                   of Fixed and Movable Assets.

                                   (1)    Retain the yellow copy of
                                      the Asset Transfer form and
                                      forward the remaining copies
                                      intact to the Asset Management
                                      Department.

                                b. For equipment not tagged and
                                   recorded in the Asset Management
                                   System, forward a memo to the
                                   Department of Surplus Property
                                   requesting pickup of the
                                   equipment.  Include a description
                                   of the equipment and its
                                   condition.

        Asset Management     4. Identify the net book value, funding
                                sources, and ownership rights for the
                                equipment.  Retain original copy of
                                the Asset Transfer form and forward
                                the yellow and pink copies to Surplus
                                Property.

        Surplus Property
        Department           5. Upon receipt of either the gold and
                                pink copies of a completed Asset
                                Transfer form from Asset Management
                                or a departmental memo as described
                                above, issue a pickup order for the
                                equipment.

                             6. Upon delivery of surplus computing
                                equipment, schedule a Systems and
                                Networks Hardware Maintenance Group
                                technician to perform a diagnostic
                                review of the equipment.

        Systems and
        Networks Hardware
        Maintenance Group    7. Perform a diagnostic review of the
                                computer equipment, including:

                                -  Memory
                                -  Floppy Drive
                                -  Hard Drive
                                -  Peripherals

                             8. Provide the Surplus Property
                                Department with a copy of the test
                                results.

                                a. If the system diagnostics are
                                   successful:

                                -  Assist Surplus Property in
                                   estimating market value.

                                -  Provide the reconditioning costs

                                -  Identify software that can legally
                                   remain on the computer equipment.
                                   Only software with original
                                   documentation (manuals) and
                                   diskettes is retained on the hard
                                   disk, all other software and data
                                   is removed.

        Systems and
        Networks Hardware
        Maintenance Group    9. Upon notification from the Surplus
                                Property Department, recondition the
                                equipment.

        Surplus Property
        Department          10. Upon notification from the Systems and
                                Networks Hardware Maintenance Group
                                that the system diagnostics were not
                                successful, notify the releasing
                                department and dispose of the
                                equipment.

                                a. Sign and forward the Surplus
                                   Property Retirement Report to the
                                   Asset Management Department.

                            11. Reimburse Computing and Information
                                Services for all diagnostic and
                                reconditioning expenses.

                            12. Prepare and distribute monthly to each
                                responsibility center, a report of
                                all surplus equipment available for
                                purchase.

        B.   Transferring Surplus Vehicles to the Surplus Property
             Department for Resale.

        Department of
        Transportation       1. Forward the title of the vehicle being
                                disposed of to the Surplus Property
                                Department and forward together with
                                a written estimate of current market
                                value and all warranty and service
                                records.

                                a. Upon completion of sale by Surplus
                                   Property Department, complete
                                   transfer of title to buyer
                                   according to Pennsylvania Motor
                                   Vehicle Codes.

        Surplus Property
        Department           2. Upon receipt of vehicle title and
                                written estimate of the current
                                market value, issue a pickup order
                                for the vehicle.

                                a. Handle sales of motor vehicles as
                                   outlined in Section C below.

        C.   Purchase of Surplus Equipment from the Surplus Property
             Department.

        Department
        Requisitioner        1. Complete FORM 0139, Purchase
                                Requisition.  Include Asset Tag
                                Number, if applicable.

                             2. Forward the completed Purchase
                                Requisition to the Surplus Property
                                Department.

        Surplus Property
        Department           3. Arrange for delivery or pickup of the
                                equipment.

                             4. For purchase by a University
                                department:

                                a. Charge the appropriate departmental
                                   account by completing and
                                   processing FORM 0022,
                                   Interdepartmental Charge.  See
                                   Procedure 05-06-01,
                                   Interdepartmental Charges.

                                Note: When charging Grant/Contract
                                Accounts (5-3XXXX) forward the
                                original Purchase Requisition
                                together with the Original
                                Interdepartmental Charge form to the
                                Office of Research Accounting.

                                b. For sales over $100, credit 25
                                   percent of the sales proceeds to
                                   the releasing department, and
                                   credit 75 percent to Surplus
                                   Property for all applicable
                                   moving, storage, reconditioning,
                                   and sales expenses.

                                   For sales over $2000, credit a
                                   minimum of 80 percent.

                                c. For tagged equipment, forward the
                                   yellow copy of the Purchase
                                   Requisition together with the pink
                                   Asset Transfer form, indicating
                                   the new location of the equipment
                                   to the Asset Management
                                   Department.

                             5. Retain the original Purchase
                                Requisition on file, or a photocopy
                                in the case of 4b. above.

                             6. For purchase by students, faculty, or
                                staff:

                                a. Complete a pre-numbered Sales
                                   Receipt indicating the item(s)
                                   being purchased and the cost.

                                b. Upon receipt of payment by cash, or
                                   check or money order made payable
                                   to the University of Pittsburgh,
                                   prepare FORM 0012, Cash Report,
                                   crediting the releasing
                                   departmental account 25 percent of
                                   the sales proceeds and Surplus
                                   Property 75 percent.  Attach a
                                   copy of the Sales Receipt to the
                                   Cash Report form for
                                   documentation.  See Procedure 05-
                                   06-02, Cash Reports.

                                c. If the equipment sold is tagged and
                                   recorded in the Asset Management
                                   System, attach a copy of the Cash
                                   Report to the Surplus Property
                                   Retirement Report and forward to
                                   the Asset Management Department.

V.      REFERENCES

        -    Policy 10-06-04, Surplus Equipment Recycling and
             Disposal.

        -    Procedure 05-06-01, Interdepartmental Charges.

        -    Procedure 05-06-02, Cash Reports.

        -    Procedure 05-10-01, Capitalization of Fixed and Movable
             Assets.