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After 27 great years as a UConn employee, Toni will soon be retiring. Congratulations Toni! Toni wants to ensure a smooth transition prior to departing the University and has been learning about post state employment requirements, as well as managing records at work.

In addition to pictures of her loved ones and several accolades, Toni’s office is filled with equipment that she has accumulated over the years. While Toni’s computer is fairly new, items such as Toni’s printer, desk, and office chairs are a bit dated. Toni is wondering if it would be okay to discard such items. What do you think?

START WITH UCONN'S SURPLUS PROPERTY POLICY

In this case, Toni should review the University’s Surplus Property Policy and Procedures. This is important because proper disposal of State of Connecticut assets is required by law. Toni should also engage the University’s Surplus Department. They are responsible for administering the University’s Surplus Program and are authorized to make the determination regarding the best disposition of items based on condition and whether they may be reissued to another department, transferred to another state agency, or placed in the Public Surplus Store. This helps to promote:

Availability of equipment on University campuses

Reduces unnecessary duplication of equipment

Frees up funds to further the aims and objectives of the University

HERE ARE THE TYPES OF ASSETS COVERED UNDER THE POLICY

Items or equipment that are deemed either Capital, Controllable, or Non-controllable and owned by the University.

Capital Equipment: Tangible, non-expendable, personal property having an anticipated life of one year or more with a unit acquisition cost of $5,000 or greater. Equipment is capitalized and depreciated on the University’s financial statements.

Controllable Property Assets Have a unit acquisition cost under $5,000 and are sensitive, portable, and naturally prone to theft. This includes ALL computers (desktops, laptops, iPads, and Notebooks) and cell phones and may also include other types of equipment such as audiovisual equipment, televisions, projectors, communication equipment, data processing equipment, computer peripherals, scanners, and cameras.

Non-Controllable Assets Non-electronic and electronic items with a cost under $5,000 that are not tagged or tracked as controllable property. When a department is ready to surplus non-controllable assets, which may include items such as office chairs or desks, they must enter the items into the asset tracking software to be processed by the Surplus Department (Asset Panda).

Regardless of the category the item falls under, all are University property and it would not be permissible to personally keep.   Under no circumstances shall University property be discarded without proper disposition through the University’s inventory control and disposition software program.

WHAT ABOUT ITEMS ACQUIRED WITH GRANT FUNDS?

The disposition of items acquired with grant funds must be performed in accordance with applicable federal regulations, sponsor requirements, and University policies.

The Principal Investigator (PI) is responsible for assuring compliance with the specific requirements set forth by the sponsoring agency, federal regulations, and university policies.

NEED MORE INFORMATION?

Contact UConn's Surplus Department (860) 486-3094 surplus@uconn.edu surplus.ubs.uconn.edu

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Office of University Compliance | Individual Responsibility • Institutional Success