Capital Equipment Disposals & Transfers

Capital Equipment Disposals & Transfers

Please submit capital equipment disposals, assets transfers – including change of custodian, custodian department, or physical location via the Asset management Self Service portlet found at NUPortal > Financial section > Assets tab.

No paper forms or wet signatures are required.  The Asset Management Self Service portlet allows you to input requests directly into NUFinancials and monitor your request as they move through workflow.

Training

http://ffra.northwestern.edu/training/fms750-asset-dispose-transfer.html

Procedures for the Physical Disposal of Equipment

Purpose

To establish a recommended uniform procedure for physically disposing of assets that are no longer serviceable or needed by your school or department and recover as much of its market value as possible. Also to inform the NU community of various issues that need to be addressed when disposing university assets.

Scope

This procedure applies to the physical disposition of assets common to all departments and schools such as computers, office equipment and furniture.

General

All purchased and acquired assets have a useful life and value. When the asset’s usefulness warrants disposal from a department or school, the asset may have value to other departments or schools, or individuals within the NU community. Once approval for disposal of assets is obtained from your dean, chairperson, director or department administrator, the recommended uniform procedure shall be as follows:

Surplus Property Exchange Program of Procurement and Payment Services

The purpose of the Surplus Property Exchange Program web site is to provide a common forum for the exchange of NU surplus property. Assets shall be offered to other departments and schools on the established Purchasing Resource Services Surplus Property Exchange Program for a recommended minimum of 30 days. Any department or school that has an interest in the asset may directly contact the offering department or school who will provide a more detailed description, location and availability. At that time, interested parties can place a bid or negotiate a sales price. If the asset is not sold during the recommended 30 days, interested faculty, staff or students may bid on the asset for personal use during a recommended 15-day period. Any proceeds shall be credited to the offering department or school using account 40650. 

If after the recommended 45 days that the item is listed on the Surplus Property Exchange web page, the asset hasn't been sold, consider contacting a local charity that accepts equipment donations.

Northwestern University Recycling

If you are unable to locate a buyer/taker for your item through the Surplus Exchange web site, contact NU Recycling prior to discarding the property. NU Recycling may assist in identifying a better means for disposing of the asset or a charity group to take the item as a donation.

Disposal Issues

Assets of some departments or schools may not be appropriate for this procedure. Assets such as library books, medical equipment and medical supplies shall be disposed of in a uniform and consistent procedure at the direction of the appropriate administration.

Before removing computers and peripherals from university property, you must follow special procedures to remove all data files and proprietary programs. University licensed software may not be sold or donated. See IT policy on Disposal of Northwestern Computers and see information on the Computer & Peripherals Recycling Program.

Contact the Office of Research Safety for proper disposal methods for any chemicals or hazardous waste.

Finally, moving the asset is your responsibility, but if you need the asset moved on the Chicago campus from one building to another because you sold or donated it to another department, you can arrange for the move through Support Services at 3-8129. All other moves can be arranged through facilities management at 1-5201.