Property Management

If a Responsible Department deems an item or pieces of University Property to be surplus, a Property Release Form (PRF) must be used to dispose of such items.

Condition Code
The responsible Department should specify on the PRF the condition of the piece of equipment – Good / Fair / Working-Obsolete / Working Computer-HD removed / Junk/Scrap.

Keys
The responsible department must remove the contents of all furniture being released to GUS or to another department. Keys should be sent with the furniture for any desk or cabinet having a lock.. 

Property Transfers
While priority will be given to internal requests to transfer Property to another University department, the PMO has the authority and responsibility for final disposition of all Property.

Warranties
If released Property is still covered by a manufacturer’s warranty, or still meets university standards the PMO will retain the item in storage for re-use within the University rather than make the item available for sale.

When Property that was previously recorded as a capitalized fixed asset in Banner is taken out of service, the PMO will use the Property Release Form (PRF) as authority to retire the Property using the appropriate Disposal code and Disposal date.  The University tag number must be on the PRF and be accurate, since it is the key for PMO to access the item in the fixed asset system and delete it from active inventory.  Once an item has been retired from fixed assets accounting, it will not be reinstated if it is claimed from surplus for use by a new department within the University.

Software and Data Removal - University policy and software license terms and conditions require that all data and software licensed to Oakland University be removed from any device (desktop computers, laptop computers, readers, netbooks, multifunction printers, tablets, etc.) prior to Disposal.  The form “Notice of Computer Release” must be completed and submitted with the PRF to the PMO. Contact the Helpdesk for assistance with this form.

Copiers and multifunction devices - Devices with hard drives or other features which store digital images must also have their document images purged prior to release to the PMO (or for trade-in) in order to be compliant with privacy and security requirements.

Electronic Waste (E-Waste) – Electronic devices must be recycled in accordance with federal and state recycling guidelines.  Departments must not dispose of E-Waste in interior waste cans, exterior trash cans or dumpsters.  All E-Waste should be considered surplus and released to the PMO.  If the PMO incurs expense in the process of recycling and Disposal of E-Waste, it may allocate the expense to the Responsible Department.

Contaminated equipment – Equipment must be decontaminated before it can be released to the PMO.  A certificate of decontamination (Laboratory Equipment Safety Release Form), must be completed and accompany the item(s). (See OU AP&P #620 Environmental Health and Safety).

Surplus items released to GUS are available to any department within the University.  The PMO does not charge for such redistribution; however, the acquiring department must submit a work order to Facilities Management (FM) to relocate the Property within a reasonable time period and accept the associated FM moving charges.

Surplus Property that has been released to the PMO may be sold to individuals or organizations within or outside of the University.  All net proceeds will be deposited in the PMO Property Sales fund as an offset to Disposal expenses.

Potential Buyers - If a department has knowledge of a potential buyer in advance of releasing Property for transfer to GUS, it still must notify and work with the PMO to facilitate the most cost-effective process to accomplish the Disposal.  The Director of Property Management and the Responsible Department will agree on an appropriate allocation between the two areas for the net, if any, sale revenue (cost recovery).  The PMO is responsible for documenting the sale and will deposit the total sale amount at the University Cashier’s Office before transferring any funds to the Responsible Department via journal voucher.

Sales Tax - Michigan sales tax must be collected and reported for sales to individuals and to organizations not holding a certificate of tax-exempt status. Vehicle sales are exempt from sales tax. All Property sold is done so on an “as is” basis and the University will not be held responsible for its condition or warranty.

Software license restrictions - Computers may only be sold after removal of any operating system, applications software and any data or stored information.

Student Housing Furniture - Residential furniture used in student housing may be treated as an exception to standard Disposal procedure.  The Director of University Housing or his/her designee must consult with the PMO when disposing of such furniture to ensure that the process (direct scrap, donation, sale, transfer or trade-in) serves the best interests of the University.

Trade-In -   With the approval of the Purchasing Department, Property may be traded-in against another purchase.  The Responsible Department must complete a PRF and submit it to the PMO.

Extraordinary Value - Items that are perceived to have a potential extraordinary value (antiquities, artwork, or memorabilia) may be handled in a manner separate from this policy.  However, the means of disposition will be at the discretion of the Vice President for Finance and Administration, and the PMO must be notified and involved in the Disposal.

Donations to Oakland University - Items that have been donated to the University and processed as a gift through University Advancement may only be disposed of consistent with IRS directives and in consultation with the Vice President for University Advancement.

Donations of University Property to Third Parties -   In general, the donation of University Property is discouraged.  On an exception basis, written requests to donate Property with little or no value may be submitted to the PMO.  The request must include a copy of the requesting organization’s IRS Determination Letter to prove eligibility as a charity.  Final approval rests with the Vice President of Finance and Administration or designee. See donation guidelines.

Federally Funded Property - Surplus Federally Funded Property will be disposed of in accordance with applicable Federal law and Federal grant terms.  Special attention must be paid to Property when, by the terms of the grant, items are owned by a federal agency.  The PMO and the Research Office will collaborate on such Disposals.

Capitalized Property: Any tangible asset, item or Property having a useful life of more than one year and an acquisition cost equal to or greater than the Capitalization Threshold. These items are recorded in the Fixed Asset module of Banner.

Capitalization Threshold: The minimum amount for any individual asset to be recorded as a fixed asset and depreciated in Banner. The current minimum is $5,000.

Electronic Waste (“E-waste”): Any unwanted electronic device likely to contain hazardous materials, such as lead and mercury. A partial list includes: CRT devices, LCD screens, computers and peripherals, printers, copy machines, telephones and microwaves.

Government Owned Property: Includes all Property where the title is retained by the government. This may include Property purchased with government funds, or Property furnished by the government

Government Funded Property: Includes all Property acquired with government funds (grant or contract) where the title rests with the University.

GUS – Grizzly University Storage: A Property Management facility located at 3921 Lonedale which is used for temporary storage and disposal of surplus furniture, and equipment released by departments.

Inventoried Property: Equipment or items identified with a University identification tag number and recorded in the University’s fixed asset database.

Notice of Computer Release: Form used by a system administrator to acknowledge that all data and software has been removed from a computer prior to release to PMO. Form is available by contacting the Helpdesk.

Off-Campus: Any location other than the central campus or University satellite operations -- that is, where Property would normally reside for inventory purposes and for University business. Examples of “Off-Campus” include the personal residences of faculty, students or staff, as well as at travel locations.

Principal Investigator (P.I.): In a research environment, the individual who ensures proper accountability and control of Property funded as a sponsored project. This is the individual responsible for the scientific integrity of the project, but also for the hands-on management of the project, which necessarily includes oversight for grant-funded equipment.

Property: A tangible item owned by, or in possession of, the University which is nonexpendable - that is, not consumed in use and retains its original identity during the period of use. This typically includes vehicles, furniture, electronics and other equipment. It does not include real Property (land or buildings) nor expendable supplies.

Property Inventory Report: A detailed listing of Capitalized Property for a department or organization showing the description, acquisition cost, date of purchase and other essential information. 

Property Release Form: A University form used to reassign or release University Property. This form can be found on the Property Management website. 

Property Management Office (PMO): The Property Management Office is responsible for fixed asset control and surplus disposal. 

Responsible Department: The operating department responsible for, or having custody of, University Property. 

Request to Take Equipment Off-Campus: A University form used to temporarily remove equipment from campus for work directly related to University business. This form is available on the PMO website. 

Surplus Property: A non-expendable item of Property which no longer has useful value to the Responsible Department and is being considered for repurposing or disposal.