The Office of Purchasing is responsible for disposing of obsolete university property. Departments declaring property in its custody as surplus should complete the Surplus Form listing all items being surplused both tagged and untagged. The Office of Purchasing will then verify the property and determine the most appropriate disposition method.
Surplus Property Pickup
Fiscal Policy FI0610 on surplus property can be found by clicking the following link:
Equipment Fiscal Policy
Fiscal Policy FI0605 on equipment can be found by clicking the following link: https://policy.tennessee.edu/
Equipment may be disposed of and removed from University records for the following reasons:
Transfers Between Departments
- Trade-ins: University-owned equipment may be traded in to reduce the cost of replacement equipment. The department head must approve the trade-in and notify the purchasing department by listing the equipment to be traded in on the purchase requisition.
- Sale of University Surplus Property: University equipment that a department determines to be obsolete, outmoded, or unusable may be declared surplus and disposed of by Surplus Property. A Surplus Form should be completed.
- Theft : Property losses resulting from robbery or apparent burglary should be reported immediately to the campus policy department. In cases of theft, robbery, or apparent burglary, a copy of the police report should be attached to a T-64 Form and forwarded to Business Services. See Fiscal Policy FI0131 - Cash Shortages and Property Losses
- Disappearance: If missing equipment or other university property is listed on the university's equipment inventory system, and the department has not been able to locate the items after an exhaustive search, the department should prepare a T-64 Form with a written explanation describing the circumstance of the disappearance. The form should be sent to Business Services.
- Equipment Dismantlement: The department head may approve that obsolete or inoperable equipment be dismantled and the parts be used to repair or rebuild other equipment. When equipment is dismantled, a T-64 Form should be sent to Business Services to remove the equipment from the official inventory records.
- Equipment Destroyed or Damaged Beyond Repair: If equipment has been destroyed or is damaged beyond repair, a T-64 Form should be sent to Business Services to remove the equipment from the official inventory records. "Other" should be checked on the form and an explanation given. Before approving the form, the department head should verify that the equipment has been damaged or destroyed.
- Removal of Equipment Purchased with Grant or Contract Funds: Occasionally, a faculty member who has purchased equipment with grant or contract funds will leave the University, and the provisions of the grant or contract allow the faculty member to remove the equipment from the University. The department should obtain CBO approval, a letter of acceptance from the acquiring university and send a T-64 Form to Business Services to remove the equipment from the official inventory records.
- Equipment Sold to Another Department: Occasionally, one University department may wish to sell used equipment to another department. After both departments agree on a price, the selling department should prepare a transfer voucher, which must be signed by both department heads. A T-64 Form should be completed and sent to Business Services to transfer to the appropriate department.
- Equipment Given to Another Department: When equipment is given to another department or account, a Form T-64 must be completed and sent to the Business Services. The form should be prepared by the department transferring custody of the equipment and be approved by both the transferring and receiving departments.
Surplus Property Pickup
Surplus property pickup schedule: Wednesday and Friday.
For surplus property pickup, please complete the Surplus Property Form.
The surplus property will be picked up the following Wednesday and Friday. Please do not move surplus property to the hallways.
For questions, please contact Wanda Griffin 731-881-7803 or Keith Lawrence 731-881-7824
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