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Disposal/Sale of Surplus Property

Section: IV. ADSV-427
Approved By: Dr. Pamela J. Transue, 1/13/12
Last Review: 6/30/11
Last Revision: 6/30/11
Prior Revisions: 
Initial Adoption: unknown

Policy

It is the policy of the College to be in compliance with all RCW’s and WAC’s governing the disposal and sale of surplus property as outlined in the Department of General Administration (GA) Property Disposal Manual and the OFM State Administrative and Accounting Manual (S.A.A.M.).

Purpose

The purpose of this policy is to define guidelines for the disposal and sale of surplus College property according to the requirements and restrictions set forth by the State of Washington.

To Whom Does This Policy Apply

This policy applies to all Tacoma Community College staff, students and community members who utilize state resources.

References

S.A.A.M.  30.40.45 - Removing capital assets from the inventory

RCW 43.19.1919 - Surplus personal property - Sale, exchange

RCW 43.19.19191 - Surplus computers and computer-related equipment

RCW 43.19.1920 - Surplus personal property - Donation to emergency shelters

WAC 236.48.190 - Surplus property disposal priorities

Washington State Department of General Administration Purchasing Manual and Property Disposal Manual

Definitions

Surplus property :  Any unserviceable, obsolete or excess College assets, materials, equipment or supplies, tagged and untagged, regardless of whether or not the item is part of the College’s fixed assets system.

Fixed Asset System :  Inventory system used to record and account for all capital assets.

Capital asset :  item or equipment with (1) asset value over five thousand dollars ($5,000) and (2) a useful life of one or more years and (3) legally considered either real or personal property

Procedure

Routinely the College disposes of campus surplus items following the procedures contained in the Department of General Administration (GA) Property Disposal Manual. The Purchasing Manager is responsible for completing the required GA form and for scheduling the removal of surplus property from the campus.

College property may not be sold, traded-in, salvaged, scrapped, donated or otherwise disposed of without prior approval from the appropriate department head and the Purchasing Manager.  Information technology ( IT ) related equipment will be routed through Information Systems for approval and redistribution as appropriate.

Surplus items cannot be given to or sold directly to state employees or the general public, unless an onsite public surplus sale has been advertised.

Disposal of the College surplus property will be at the lowest possible cost to the College.  Priority is given to College departments in an attempt to repurpose surplus items.  Effective asset management encourages recycling within the College community.  Recycling limits liability and costs associated with disposal and provides continued use of the property to other departments within the College.

The Surplus Pick-up Request form (located on the portal at Campus Financial Services / Surplus) may be used to transfer surplus property between departments.  Additionally it may be used to remove surplus property considered no longer useful by a department.  If items are in good working condition they may be placed in storage for potential campus redistribution, or scheduled for surplus pick-up by GA.  All items in poor working order or damaged beyond repair will be disposed of by recycling companies or waste management. 

The removal of surplus property from the campus may also be carried out by the Purchasing Manager if it is of little or no cost to the college by:

  • Disposal by sale or trade to other community colleges:
    • The College may transfer surplus property to another community college if each item has a fair market value of less than $500. 
  • Disposal by donation:
    • The College may donate surplus items to qualified organizations as defined by RCW 43.19.19191 and 1920.