PURDUE UNIVERSITY
OFFICE OF THE BUSINESS MANAGER AND ASSISTANT TREASURER
WEST LAFAYETTE, INDIANA 47907

March 7, 1958

To: Deans, Directors and Heads of Schools, Divisions, Departments and Offices

Re: BUSINESS OFFICE MEMORANDUM NO. 57

Disposition of Surplus Material

The following policy has been established for the disposition of surplus material.

1. Surplus material includes all equipment, supplies and scrap which is surplus to the need of an individual department.
2. Use of valuable space for dead storage of surplus material is not economical in academic or other University buildings, and on a cost basis alone, cannot be justified. Material stored or "hoarded" by one department may have use in another department. It is urged that all departments maintain a continuing program of reporting old and obsolete equipment. Each department should have one individual designated as responsible for reporting.
3. Any department finding such surplus material should immediately report on Property Accounting Form 9, "Request for Relief of Accountability," to the Office of Property Accounting. This form can be used for both equipment and also supplies that are surplus. The only exception is that routine scrap material to be sold to a junk dealer should be reported to the Stores Department to arrange for pick-up by the authorized scrap dealer.
4. The Office of Property Accounting will work with the Purchasing Department in screening this material to determine- (a) if it has possible use in other departments, (b) if it has sales value, (c) if it should be disposed of as junk.
5. The Office of Property Accounting will send out periodically to all departments listings of the surplus material available for transfer and will advise where and when it can be inspected.
6. After such material has been screened by all departments and determined to be of no further use to the University, it will be disposed of by the Purchasing Department in whatever manner is deemed most advantageous.
7. If possible, the Office of Property Accounting will arrange to have the surplus material picked up from the department and delivered to a central warehouse location, to make it more easily inspected by other departments. The Office of Property Accounting will bear the expenses for such pick-ups except in the case of self-supporting enterprises.
8. Income derived from sales or transfers will be returned to departments only for self-supporting enterprises and for special funds.
9. In order to relieve areas in academic buildings, the Office of Property Accounting and the Purchasing Department are interested in providing storage space, whenever feasible, for equipment or material which a department desires to retain but is not presently using. The Office of Property Accounting will transfer such equipment to a storage warehouse at departmental expense, if space is .available. At the end of one year of storage the owning department must justify the continuation of the storage of this material.
10. The Purchasing Agent is responsible for this program. The Property Accounting Office will handle all work involving transfers within the University and the Purchasing Department will handle sales.

L. J. Freehafer
Business Manager and
Assistant Treasurer

 

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