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How To Dispose Of Equipment & Supplies - Remote Locations

Remote locations are those that are not in the greater Davis/Sacramento area. The disposal procedures for remote locations are different from the campus procedures for disposal.

How was the item acquired by the department? If it was loaned to the department from an outside agency or government entity, it will most likely need to be returned to the lending party. The original paperwork should be reviewed as appropriate.

Before disposing of any items, always confirm the funding source. There may be restrictions on the disposal of equipment acquired with extramural/government funds. Check the original agreement paperwork for the contract or grant; disposal instructions are often stipulated there. If in doubt, check with Extramural Funds Accounting or Equipment Management.

1. Contact Bargain Barn (bargainbarn@ucdavis.edu) with request for remote salvage. In the request, include the: item description, condition, and asset number.
2. Bargain Barn will verify marketability, title & value, and get approval from Equipment Management for salvage.
3. Once Bargain Barn receives approval from Equipment Management, Bargain Barn will notify the department to proceed with the disposal of said items.
4. Clean Format or destroy all hard drives and remove UC asset decals or obliterate any other indicator of UC property.
5. Department takes the items to an approved recycler of their choice and obtains a signed and dated receipt, which should also include the asset number and description of item/s. If the recycler does not provide receipts, the department may write up a document that gives the recycler’s name, address and phone number and lists the item and asset number, which the recycler’s representative would then sign and date.
   Note: In the event that an approved recycler is not an option, the department may take the item to a local, county or authorized landfill or recycle vendor upon approval by Bargain Barn, based upon confirmation of the vendor’s recycling practices.
6. Department initiates Asset Retirement (AR) document in DaFIS, using Retirement Reason code 23 and annotates the DaFIS document number on the receipt.
7. Department faxes the receipt to Bargain Barn, (530) 752-2995. Bargain Barn will then forward the receipt to Equipment Management who will approve the AR document.