Policy 65 - Use or Disposal of Surplus or Unused Furniture and Equipment

Approved Board of Governors 68.131

USE OR DISPOSAL OF SURPLUS OR UNUSED FURNITURE AND EQUIPMENT

PURPOSE

1. This policy sets out the guidelines for the efficient and economical use of University furniture and equipment.

2. Materials Management Procedure No. 4-5 "Use or Disposal of Surplus or Obsolete Furniture and Equipment" is to be read in conjunction with this policy.

DECLARATION OF SURPLUS

3. Faculties, schools, and services that have obsolete or surplus furniture or equipment in their possession must bring this to the attention of Materials Management Services, which will take the necessary steps to dispose of the material in question.

4. Goods requiring storage before disposal shall be tended to by Physical Resources Service, upon notification by Materials Management Services and in compliance with Policy No. 90 governing storage.

REQUEST FOR SURPLUS GOODS

5. Faculties, schools, and services can submit a request for surplus goods to Materials Management Services. This Service shall keep an up-to-date list of such requests.

DISPOSAL OF SURPLUS GOODS

6. Surplus goods shall be handed over to the faculties, schools, and services having requested them.

7. Surplus goods which are not required on campus but which are good for resale shall be offered to outside buyers. Materials Management, in cooperation with the users concerned, shall carry out the sale according to the provisions of Materials Management Procedure No. 4-5.

8. Faculties, schools, and services may trade in surplus goods with University suppliers in return for discounts on new goods. These transactions are governed by the applicable purchasing procedure and by Procedure No. 4-5.

SALE TO UNIVERSITY EMPLOYEES

9. Sales to University personnel are authorized according to the provisions and steps set out in Materials Management Procedure No. 4-5.

10. a) Microcomputers which are the property of the University may have been acquired either from hard money (University operating funds) or soft money (University trust funds, usually being research grants or contracts, with a named principal investigator).

10. b) In the case of microcomputers acquired with soft funds, the principal investigator or investigators shall determine who shall have use of the microcomputer, and the microcomputer shall be maintained using soft funds.

10. c) In the case of a microcomputer acquired with hard funds, the dean or his designate shall determine who the user or users of the microcomputer shall be, and the microcomputer shall be maintained using operating funds.

10. d) The dean or his designate may, at his or her discretion, assign to a professor the privilege of sole use of a microcomputer bought with hard funds. It is entirely a matter of internal faculty policy whether such assignment is random, or based upon special merit or special duties.

10. e) If the dean of a faculty has assigned a microcomputer bought with hard funds to a faculty member for that faculty member's sole use, and if that assignment has persisted for a minimum period of three years, the dean may at the end of this period, if he or she wishes, permit the sale of that microcomputer to the professor concerned for its fair residual market value. The University agrees to waive its usual policies for the disposition of used goods in this instance, and will permit the dean to establish the fair market residual value for this purpose.

10. f) The dean must then establish or have established the sale price and inform the Director of Materials Management Services who will prepare an invoice and supervise the transaction in accordance with the clauses in the present policy. Funds recovered from such a sale shall be placed in the operating budget of the faculty.

10. g) Depending on whether the microcomputer will be used for administrative, research and/or teaching purposes, the University may be exempt of federal and provincial taxes. However, should the equipment be sold to a member of the administration or of the teaching staff, the tax(es) will be applicable and invoiced accordingly.

REVENUE FROM SALES

11. Revenue from sales shall be deposited in the account of the faculty, school, or service concerned.

DISPOSAL OF CONTENTS OF BUILDINGS SCHEDULED FOR DEMOLITION

12. Materials Management Services shall dispose of the surplus goods in compliance with the provisions of this policy.

EXCEPTION

13. No exception may be made to this policy without the written consent of the Vice-Rector, Resources.

Revised September 22, 1993

(Procurement Services)

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