Disposal of Property

Policy No: 
7.9
Type of Policy: 
Administrative
Last Revised: 
August 2013
Review Date: 
August 2016
Policy Owner: 
Property Control
Contact Name: 
Tom Provancher
Contact Title: 
Mgr. of Insurance, Claims & Property Control
Contact Email: 
tom.provancher@business.gatech.edu
Reason for Policy: 

This procedure explains how Georgia Tech equipment is retired by the Property Control Department Department .

Policy Statement: 

Non-Inventoried Supplies and Materials
All supplies, materials and equipment, regardless of value purchased through the Institute is the property of the state, federal government, or private grantor agency. As such, it cannot be sold, surplused, or transferred from Georgia Tech without the prior written approval of the appropriate federal sponsoring agency and/or the Institute Logistics (Surplus) Property Officer. Property that is considered valueless may be disposed of by cannibalization, recycling, or waste disposal provided an Affidavit of Disposal  is obtained by the Institute's Logistics (Surplus) Property Officer prior to disposal.
Building maintenance, repair and operation items are not required to have an Affidavit of Disposal. They may be disposed of by cannibalization, recycling or waste disposal if, in the judgment of the installing mechanic and/or his superior, that the economic value is such that transporting and storage of the property is not practical.

Inventoried Equipment and Materials
Equipment, inventoried, with a value of $3,000 or more purchased through the Institute is the property of the state, federal government, or private grantor agency. As such, it cannot be sold, surplused, or transferred from Georgia Tech without the prior written approval of the appropriate federal sponsoring agency and/or the Institute Logistics (Surplus) Property Officer.

Non-Inventoried Equipment and Materials
Equipment, with a value less than $3,000 is the property of the state, federal government, or private grantor agency. As such, it cannot be sold, surplused, or transferred from Georgia Tech without the prior written approval of the appropriate federal sponsoring agency and/or the Institute Logistics (Surplus) Property Officer. For non-inventoried equipment, departments can utilize the Non-Inventory Property Surplus Report form. A Non-Inventory Property Surplus Report Form may be obtained by downloading it from the following site:

http://www.procurement.gatech.edu/logistics  

Instructions for completion of the form:

All necessary information must be entered on the Non-Inventory Property Surplus Report Form. This will include:

  1. Your name and phone number or the designee’s name and phone number
  2. The department’s unit number and name
  3. Today’s date
  4. Completion of all applicable fields in the tabled area:
    • a) Quantity - like items can be combined (i.e. desks, chairs, printers and even computers), if they are non-inventoried items. Please make sure that you validate equipment that still have an asset tag (i.e. white decal with the gold GT logo) in the upper left corner before grouping them with other equipment. If you inform Property Control that an asset is still showing “In Service” in your inventory and was a part of a previous surplus request in as a grouped item, Property Control will advise you to mark the asset missing because it does not have a proper audit trail for the asset record.
    • b) Description – give an adequate description for the item(s)
    • c) Model Number- optional field
    • d) Serial Number – optional field
    • e) Current location and room number for asset
    • f) State the condition of the asset(s)
  5. Submit a copy of the completed form to Logistics via email or fax as indicated on form.

Requirements for Data Security
To comply with Georgia Tech's data security policies
and the State of Georgia 's Electronic Scrap Disposal Policy. (See Chapter 15: Electronics Disposal in the Georgia Surplus Property Manual.)
Surplused computers (PCs/CPUs) will have their hard drives removed and shredded. Central Receiving will formulate and issue instructions on pick up procedures to comply with these requirements. (effective 07/01/06)

Exempt Property
Under the authority of OMB Circular A-110 "Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations" and the Federal Grant and Cooperative Agreement Act (31 U.S.C. 6306), equipment purchased using federal grant/contract funds by Georgia Institute of Technology is considered to be "exempt" property. Based on these regulations, should a Federal awarding agency not establish conditions, title to exempt property upon acquisition vests with the Institute without further obligation to the Federal Government.
A-110 "Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations"
OMB Circular ___ Definitions Section . .....
(n) Exempt property means tangible personal property acquired in whole or in part with Federal funds, where the Federal awarding agency has statutory authority to vest title in the recipient without further obligation to the Federal Government. An example of exempt property authority is contained in the Federal Grant and Cooperative Agreement Act (31 U.S.C. 6306), for property acquired under an award to conduct basic or applied research by a non-profit institution of higher education or non-profit organization whose principal purpose is conducting scientific research.
___ Property Standards Section .33 "Federally owned and exempt property" .....
(b) Exempt property
. When statutory authority exists, the Federal awarding agency has the option to vest title to property acquired with Federal funds in the recipient without further obligation to the Federal Government and under conditions the Federal awarding agency considers appropriate. Such property is "exempt property." Should a Federal awarding agency not establish conditions, title to exempt property upon acquisition shall vest in the recipient without further obligation to the Federal Government.
Federal Grant and Cooperative Agreement Act (31 U.S.C. 6306)
___§ 6306. Authority to vest title in tangible personal property for research

The head of an executive agency may vest title in tangible personal property in a nonprofit institution of higher education or in a nonprofit organization whose primary purpose is conducting scientific research—

  1. when the property is bought with amounts provided under a procurement contract, grant agreement, or cooperative agreement with the institution or organization to conduct basic or applied scientific research;
  2. when the head of the agency decides the vesting furthers the objectives of the agency;
  3. without further obligation to the United States Government; and
  4. under conditions the head of the agency considers appropriate.

 

Procedures: 

The Asset Management Web System is used to report surplus items to the Property Control Department Department/Procurement Services. A disposal is considered to be the removal of equipment from the custody and accountability of Georgia Tech.

Therefore, if a college/department “disposes” of equipment by providing it for the use of another university or State Agency, this activity is considered to be a transfer, rather than disposal, of the equipment. Please refer to "equipment transfer within georgia tech" for information regarding the transfer of equipment.

Policy History: 
Revision DateAuthorDescription
08-2013Property ControlUpdate to policy
Map of Georgia Tech

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