1 All assets to be disposed of must have a completed ‘ Obsolete/Surplus Goods Disposal Form (OSGD) ’ attached (www.tru.ca/purchasing/forms). Ensure the description, condition, and estimated value are detailed and accurate in your estimation. Disposal Forms must be signed by the Department Head.
2 Items coming to the warehouse for temp storage must have the surplus Goods Disposal Form attached and be complete and signed to be accepted.
3 The Warehouse check the goods are all received and match the OSGD form. A copy is sent to Purchasing. Original OSGD form stays with goods.
4 Purchasing evaluate all items for disposal and best course of disposal (least labour for best value outcome). Scrap, Reuse, Disposal, BC Bid, other etc.
5 Purchasing evaluate the asset for liability issues: computers must be cleared of data, TRU logo’s must be removed, etc
6 Vehicles must have keys and gas cards handed-in to Purchasing. Facilities remove TRU logo and vehicle registrations are ready for transfer/disposal
7 The following table is a guide only. Every item may be unique and therefore requires estimated value and appropriate disposal review.
ASSET ASSESSMENT AND DECISION TABLE:
Assessment
Steps
Step one:
Step two:
Step three:
Step four:
Step five:
Keeping a useful asset within TRU is best value
No $ Value
Individual items under $10.00 value
Individual items
Under $10.00 value
Items over
$10.00 through this process
Recycle within TRU. Is there another department or faculty that can use the item? Consider posting on ECom staff email list
Broken items or of little value - can be recycled through e-waste,
Encorp for Electronics, or sold as scrap if more value is obtained
If the item cannot be combined with similar items into one lot then dispose for best value that can be obtained
Combined similar items into one lot to increase the value potential return from the sale of the lot to over $10.00 a) Complete a green Asset Disposal Report (example: T099xxx) b) Obtain Managers signature for disposal c) Donated items cannot be resold: consider donating or disable and scrap. If in doubt check with donator of the equipment. d) Ensure photo(s) of item(s) are taken e) Capital Asset Tagged items: notify IT Services of pending disposal, request removal from asset inventory, & computer clean up. f) Post asset using most effective public sales strategy acquiring best value. If posting to BC Auction ( jubetta-vasanji@gov.bc.ca
) - posting with photos & statement: sold ‘ where is as is’ condition.
Note: combine items where feasible without limiting the interest of potential bidders
An IDI for the value can be used to charge one department and credit another if substantial value exists
Contact scrap dealers or disposal outfits and negotiate reimbursement
Consider scrap or disposal firms
Consider recycle to other schools
Consider donation to charity such as habitat for humanity
Post for Sale using most effective public sales strategy acquiring the best value
Failed to sell: re-assess: repost or scrap/donate
(see step three)
Post to BC Auction
Receive notification of who won the bid
Confirmation of payment made to BC Auction
Coordinate pickup of the item
Obtain signature on pickup of the item as received in full.
If a vehicle a registration transfer will need to be completed. Work with Facilities who prepares papers for ICBC
New owner obtains ICBC transfer before they receive the vehicle keys