Pursuant to the Office of General Services (OGS) Bulletin No. 97-01, dated July 16,
1997, State agencies are no longer required to submit to OGS Bureau of Surplus Personal
Property requests for Local Disposition Authority for surplus property (non-vehicle)
having a condition description of poor or scrap. Local Disposition Authority authorizes
SUNY to dispose equipment in poor or scrap status in the best interest of the State
of New York.
The issuance of this bulletin streamlines existing surplus property procedures and
will allow campuses to deal more independently with the disposition of surplus items
having little or no value. However, campus administration of local dispositions will
require accountability and internal controls relative to the disposal of the surplus
personal property. This will include maintaining complete and accurate documentation
of surplus transaction as well as the appropriate receipt and deposit of any revenues
derived from the sale of such items, including applicable sales tax. Local disposition
transactions will be subject to audit by the Office of the State Comptroller and the
University Auditor.
The following are procedures for local surplus property dispositions:
- Campus department designates item(s) for surplus. An Equipment Transfer/Disposal Form
shall be completed by the department's Property Control Designee and submitted to
the campus Property Control Coordinator in the Facilities Management Department. The
form shall contain a brief description of the item(s), asset number, model or serial
numbers.
- Property Control Designee will evaluate condition of the item(s), and assign condition
as either poor or scrap. Property Control Coordinator will review the condition of
the item(s), sign disposal form under "Received By", and determine the method of local
disposition (local sale, donated, dumped/recycled). The method of disposition will
then be noted on the Equipment Transfer/Disposal Form.
- Asset can now be removed from the campus.
- Property Control Coordinator shall retire asset(s) from the property control system.
- If local disposition includes selling of scrap, the campus must ensure that the proceeds
from the sale are received and deposited in the appropriate College account. In this
regard, all scrap sale proceeds need to be given to Dawn Eakin in Facilities Management.
Facilities Management will ensure the Equipment Transfer/Disposal Form includes the
check number, date of transaction, and the amount and account number into which the
proceeds were deposited. The check will then be forwarded to Student Accounts for
deposit.
Please contact Dawn Eakin at ext. 5228 with any questions or concerns.