UAMS ADMINISTRATIVE GUIDE

NUMBER: 5.4.03
DATE: 04/03/02
REVISION:

SECTION: SUPPORT SERVICES
AREA: PROPERTY SERVICES
SUBJECT: DISPOSAL OF SURPLUS PROPERTY

PURPOSE

The purpose of this policy is to inform departments within the University of Arkansas for Medical Sciences (UAMS) of the procedures to be followed in the disposal of surplus state owned property.

POLICY

All property (as defined by UAMS Policy 5.4.01) belonging to the University of Arkansas for Medical Sciences to be traded-in, sold or otherwise disposed of must be processed through the UAMS Property Services Department. Property Services will coordinate the disposal of all such property belonging to the University. The University of Arkansas for Medical Sciences and the State of Arkansas prohibits the sale or disposal of surplus equipment or material to any State employee, UAMS employee or other individual.

PROCEDURE

UAMS Departments requesting the disposal of surplus, obsolete or unneeded property must complete and submit the Disposal of Surplus Equipment and Furniture Form to the Property Services Department. This form is required to show transfer of property accountability from the department disposing of the property to Property Services. Upon final disposal of the property, Property Services will sign the receiving department portion of the form, send a surplus receipt to the department and the property will be removed from the department's inventory records.

UAMS Departments are required to prepare surplus for disposal. They must empty all drawers in desk and file cabinets. All material must be removed from equipment and furniture. This would include all paper, documents, personal items, trash and any media (disk, CD, Video Cassette). Drawers, cabinets and lockers should be unlocked. All equipment and furniture must be disassembled. Items must be reasonably clean. If the equipment is subject to chemical exposure, Occupational Health and Safety must clear the item for disposal prior to submitting the request.

Upon receipt of the Disposal of Surplus Equipment and Furniture Form(s) from departments disposing of surplus property, the Property Services Department will produce a manifest to schedule departmental pick ups of all such property for transfer to the State Marketing & Redistribution (M&R) Section. Property Services will pick up all surplus equipment at the department for disposal to M&R.

REFERENCE

1 UAMS Policy 8.1.02
2 UAMS Policy 5.4.01