University
Surplus Property (Equipment and UPPS
No. 05.01.02
Consumable
Supplies) Issue
No. 3
Effective
Date: 02/28/2006
Review: October 1 E8Y
01. POLICY STATEMENTS
01.01 This UPPS
establishes the policies and procedures for the determination and disposal of
university equipment and consumable supplies as surplus property.
01.02 Each
person affected by this UPPS should devise job procedures or other methods to
carry out its instructions.
01.03 Texas
State University System Regents Rules [Section 6.(13) of Chapter III] delegate
to each component’s President the authority to dispose of surplus property. The applicable Regents Rules are as follows:
6.(13) Disposal of Property and Equipment. Each component president may dispose of
property or equipment considered surplus
because it is obsolete or useless for the component’s needs or purposes. Prior to external disposal in accordance with
System and component regulations, such items may be made available to other
system components.
6.(13)1
The president shall have the authority to dispose of property or equipment with
a book value of less than the capitalization value determined by the
Comptroller’s Office on the basis of negotiation, competitive bid or transfer
to another governmental subdivision including a city, county or public school
district.
6.(13)2
Sale of property or equipment with a book value equal to or more than the
Comptroller’s capitalization amount shall be made on a basis of competitive
bids.
6.(13)3
Sale of property or equipment less than five years old and with a book value of
$10,000 or more shall be approved in advance by
the Chairman of the Finance and Audit
Committee.
6.(13)4
Surplus instructional property and equipment must first be advertised through
the Texas Higher Education Coordinating Board prior to disposition.
6.(13)5
Surplus computer equipment must be offered to the Texas Department of
Corrections prior to disposition under sub-sections 1, 2, or 3 above.
6.(13)6
Exchange and Disposal of Surplus Library Materials. To facilitate sharing of information
resources and reduction of costs, component libraries may exchange surplus
library materials by:
(1)
Offering such materials to local public, school or other governmental libraries
with preference given to low performing schools per Texas Government Code, §2175.304; and/or,
(2)
Bartering with or exchanging materials with other system libraries; and/or,
(3)
Making such materials available for exchange through TexShare or appropriate
national library materials exchange lists, provided no other system library
desires the materials; and/or,
(4)
After thirty (30) days on TexShare or appropriate national library materials
exchange lists, notifying “out-of-print” book dealers and negotiating sale or
exchange of materials.
01.04 All items
of equipment and consumable supplies are procured by one of the following
methods:
a. Purchases
from state or local funds.
b. Inter-agency
or inter-department transfer.
c. University
manufactured.
d. Gifts-in-kind
(i.e., donated equipment or property)
e. Purchases
from sponsored program funds.
01.05 All items
of equipment and consumable supplies become the property of the University and
when no longer useful may be disposed of only as set forth in this UPPS.
01.06 The
President has designated the Director of Materials Management as the agency’s
Property Manager (per UPPS No. 05.01.01 [Section 03.02 d.]. In that capacity,
he or she has primary responsibility for the disposal of surplus property
[Section 08]. All dispositions of surplus property must be authorized by the
Director of Materials Management.
01.07 This UPPS
does not deal with non-State property seized or recovered in the course of
police investigations or police actions.
However, it is acceptable for seized or recovered property which remains
unclaimed to be sold as part of the University’s Annual Surplus Auction.
02. PROCEDURE
FOR DETERMINATION, REMOVAL AND DISPOSAL OF SURPLUS PROPERTY
02.01 The
account manager is responsible for determining when equipment or consumable
supplies have become “surplus” and are no longer useful for university business
purposes. The State Property Accounting
division of the State Comptroller’s Office defines surplus as: Any personal property which is in excess of
the needs of any state agency and which is not required for its foreseeable
need. Surplus property may be new or used but must have additional useful life.
Account managers should consult with
their chair, dean or director, and members of their department as to whether
others within the department might have use for the items.
02.02 Account managers
who determine they have surplus property shall
inform Property Management of their need to have
the items picked up by completing the on-line Property Management form: Request
for Items to Be Picked Up for Surplus
02.03 Property
Management will remove surplus property from the department to the
02.04 The
Director of Materials Management will determine the appropriate
disposal method for the surplus property.
02.05 Surplus
property found to be beyond repair will be destroyed.
02.06 At least
one week prior to the printing of a flier announcing a scheduled Surplus
Property Auction, the Director of Materials Management will notify account
managers by memorandum of the auction and give them an opportunity to view all
items to be auctioned. Surplus property that can be used by another department
will be pulled and kept for that purpose.
02.07 Other
property (not sold as part of an annual surplus property auction) found to be of no further use to the University will
be sold under sealed bids to the highest bidder.
02.08 The
University will place proceeds from sales of surplus property in its General Fund.
02.09 The
Director of Materials Management and the Vice President for Finance and Support
Services must approve exceptions to this procedure.
03. PROCEDURES
FOR DISPOSAL OF COMPUTER EQUIPMENT AND DOCUMENTATION
03.01 The sale,
transfer, or disposal of computers, computer peripherals, and computer software
can create information security risks for
03.02 All
account managers, function managers, or university employees with
responsibility for any computer system, LAN, or computer lab must take any and
all reasonable steps to limit
a. Due to the
advances in computer forensics, simply deleting the data and formatting the
disk will not prevent someone from restoring the data. Therefore, before a computer system is sold
or otherwise disposed of, all program or data files on any storage media be
completely sanitized or otherwise made
unreadable unless there is the specific intent to transfer specific software or
data to the purchaser. A “Clean Hard
Drive” form must be processed in accordance with instructions from Information
Technology (IT). Refer to the form on
the IT website at http://www.tr.txstate.edu/hardware/
b. Whenever
licensed software is resident on any
computer media being sold, transferred, or otherwise disposed of, the terms of
the license agreement must be followed.
c. Any sale or
transfer should contain a "hold harmless" clause indicating that it
is not the intention of
d. In some
circumstances, destruction of the computer software or media may be the most
cost effective strategy for eliminating any risk or liability to
04. PROCEDURES FOR DISPOSAL OF POLICE EQUIPMENT
04.01 The sale,
transfer, or disposal of police vehicles, emergency equipment, firearms,
uniforms, badges, radios, ammunition, and tear gas present a special risk for
04.02 The Director
of the University Police Department (UPD) or his or her designee shall be
responsible for the disposal of items or like items referred to in Section
04.01, except where police vehicles are concerned. Disposal of marked police
vehicles will be a shared responsibility of the Director of the UPD and the
Director of Materials Management.
04.03 Before
any marked police vehicle is sold, transferred, or traded, all police markings
must be thoroughly obliterated through sanding and repainting.
04.04 The
disposal of firearms, ammunition, tear gas, and radios shall be at the
discretion of the Director of the UPD or his or her designee except that such
items may not be converted to the personal ownership of any member of UPD or
sold to any member of the public. Firearms may be traded to vendors for
replacement equipment or issued to officers as off-duty weapons. Non-tradable
or dysfunctional weapons will be destroyed and a complete record maintained
concerning the item destroyed and the method of destruction.
04.05 Non-serviceable
or outdated uniforms, badges, and emergency equipment shall be traded for
replacement items or destroyed by the Director of the UPD or his or her
designee. Badges may be transferred to employees of UPD upon retirement or to
their families upon death or under other special circumstances when approved by
the President of Texas State.
05. REVIEWERS OF THIS UPPS
05.01 Reviewers of this UPPS include the following:
Position Date
Director, Materials Management October 1 E8Y
Assistant Vice President for October 1 E8Y
Technology Resources
Director, University Police Department October 1 E8Y
06. CERTIFICATION STATEMENT
This
UPPS has been approved by the following individuals in their official capacities
and represents
Director
of Materials Management; senior reviewer of this UPPS
Associate
Vice President for Financial Services & Treasurer
Vice
President for Finance and Support Services
President