U of A Policies and Procedures On-Line (UAPPOL)

Approval Date: December 9, 2009

Most Recent Editorial Update: March 1, 2023
Parent Policy: Equipment and Furnishings Asset Management Policy

Equipment Asset Disposal/Retirement Procedure

Office of Administrative Responsibility: Procurement and Contract Management

Approver: Associate Vice-President ( Finance,

Procurement and Planning)

Scope: Compliance with this University policy extends to all

academic, support and excluded staff, postdoctoral
fellows, and academic colleagues as outlined and defined
in the Recruitment Policy (Appendix A and Appendix B:
Definitions and Categories)

Contact:
[email protected]

Overview
The University has various methods for disposing (or retiring) of equipment and furnishings assets that are no
longer required by a unit. This procedure provides the following options to dispose of an asset, moving it from active
to inactive:
1. Surplus
2. Trade-In
3. Direct Sale to Departing Staff
4. Gift to Departing Staff
5. Donation to Registered Charity
6. Stolen or Lost
7. Dismantled for Parts
8. Internal Transfer or Internal Sale

To accept equipment transferred from another institution, or to transfer equipment to another institution (only
equipment purchased with restricted research funds can be transferred to another institution, and only when the
researcher and/or the grant move to that institution), see Transfer to or From Another Institution (Asset Purchased
from Restricted Research Funds) Procedure.

To accept donated equipment, refer to the Gift in Kind of Moveable Equipment to the University Guidelines that
require the use of the Equipment Asset Form – Acceptance of a Gift in Kind of Equipment to the University.

Distribution Services disposes of University assets according to the following prioritized list:

1. Trade in for purchase of new equipment;

2. Transfer or sale to another University unit;
3. Public sale or auction; and
4. Recycle programs.

1
 U of A Policies and Procedures On-Line (UAPPOL)

As per the Equipment and Furnishings Asset Management Policy, all furnishings are the property of the University
(except for that purchased by, and stipulated by, a sponsor agreement), not of the individual unit that made the
purchase. With the exception of furniture purchased through a sponsor agreement, disposal of furnishings, except for
gifts to departing staff or donations to registered charities, is at the discretion of Facilities and Operations.

CHART: ASSET DISPOSAL OPTIONS

Summary, Procedure Asset Sign-Off Fair Value Fund PeopleSoft

Restrictions & Disposal Assessment and/or Asset Mgmt
Eligibility Form Required Account Registry
Surplus To dispose of Equipment Surplus Dean, No If significant Updated by
assets no Asset Disposal Chair or and if Equipment
longer required. Disposal Director requested Services.
Unit is Procedure by unit:
responsible for F210:
removal costs. 502681 or
Research
Equipment only Project
Trade-In When Equipment Asset Dean, Yes Trade-in Both traded-in
purchasing a Asset Retirement Chair or value (with a tag)
newer, similar Disposal Director applied to and new
item. Trade-in Procedure purchase equipment is
equipment must
be retired by
requisition updated by
Equipment Equipment
Services. Services.

Equipment only
Direct Sale Originally Equipment Asset Dean, Yes 402001 Updated by
to purchased from Asset Retirement Chair or Equipment
Departing PER and/or Disposal Director Services.
Staff operating Procedure
funds.

Equipment only
Gift to Items ($100 per Equipment Asset Dean, Yes Where Updated by
Departing year of service Asset Retirement Chair or applicable: Equipment
Staff up to $500) Disposal Director F210: Services.
may be gifted Procedure 402001
to long-serving
staff. Or

Equipment and Research

furnishings Project
Donation Charity must Equipment Donation to <$5000: Yes N/A Updated by
to have CRA Asset Registered Dean, Chair Equipment
Registered registration Disposal Charity or Director Services.
Charity status. Procedure >$5000:
Director
Logistics and
Equipment and Business
furnishings Services or

2
 U of A Policies and Procedures On-Line (UAPPOL)

Stolen or Reported lost Equipment Asset Dean, No N/A Updated by

Lost by staff or Asset Retirement Chair or Equipment
UAPS. Disposal Director Services.
Procedure
Equipment only
Dismantled Dismantled Equipment Asset Dean, No N/A Updated by
parts are Asset Retirement Chair or unit.
retained by the Disposal Director
unit. Procedure

Equipment only
Summary, Procedure Asset Sign-Off Fair Value Fund PeopleSoft
Restrictions & Disposal Assessment and/or Asset Mgmt
Eligibility Form Required Account Registry
Internal Sale of assets Equipment Transfer or Dean, Yes, if Seller: Location
Transfer or purchased with Asset Sale Chair or purchased 401001 or updated by
Internal restricted funds Disposal (Internal) to Director with Research unit.
Sale must be at fair Procedure Another restricted Project
market value. University funds. Other details
Unit Purchaser: updated by
Equipment only 502341, Equipment
502343, or Services.
502344
Transfer To Researcher Transfer Transfer to Transfer May be N/A Updated by
or From and grant To or From another To: VP requested by Equipment
Another support move Another institution (Research Dean. Services.
Institution to another Institution OR and
Acceptance
institution. Procedure of
Innovation)
Equipment and Dean.
Equipment only Transferred Transfer
to the From: Dean
University.

Purpose

The purpose of this procedure is to ensure that:

- Appropriate assets are identified for retirement and are sold, transferred or otherwise disposed of in
accordance with applicable legislation and other requirements;

- All assets identified for disposal are made available to other campus units;

- Maximum value is returned on all items that are sold externally;

- External parties, including staff members, are allowed to purchase assets through the identified disposal
methods;

- The disposal of surplus assets is appropriately authorized;

3
 U of A Policies and Procedures On-Line (UAPPOL)

- The PeopleSoft Asset Management Registry is updated with the current information; and

- Where applicable, the appropriate accounting entries are made at the unit and institutional levels.

PROCEDURE

Disposal of assets is coordinated by Distribution Services (Surplus Disposal). This ensures that all University
procedures and legislative and other applicable requirements related to disposal of assets are fulfilled as follows:

a. Environmental Health and Safety (EHS) guidelines require that all equipment used with chemical,
radiation or biological hazards must be properly decontaminated and documented using the EHS
Equipment Decontamination Form. Items will not be picked up by Distribution Services unless each
piece of equipment has a completed form posted on the front of the equipment.
b. Refrigerators and freezers must be emptied and defrosted prior to decontamination. Equipment
containing liquids (such as water baths and vacuum pumps) must be drained prior to pick-up.
c. If disposing of computer hard drives and other data storage devices, the unit must contact Distribution
Services (Surplus Disposal) to ensure that confidential information and site-licensed software is
appropriately handled prior to disposal. Electronic equipment is disposed of through the University
computer recycle program. Distribution Services will consult with the unit, determine the disposal method,
and inform the unit whether it will need to remove any confidential information and site-licensed software.
For example, if IT equipment is to be disposed of by e-Waste, the unit is not required to clear the
information or site-licensed software as the hard drive will be destroyed during the disposal process.
d. Computers and equipment containing data storage devices cannot be gifted or sold unless they were
purchased through PER and/or operating funding. In this circumstance the computer or equipment must
be cleared of all confidential information and site-licensed software supplied by the university.
Regardless of the option/form used to dispose of assets, all forms require asset information. This information can be
obtained from the PeopleSoft Asset Management Registry if the acquisition value was $5,000 or greater, or if less than
$5,000 but tracked by the unit. If the asset was not tracked, a general description is required.

1. SURPLUS
This applies to equipment assets that are no longer of use to a unit, or are obsolete, damaged beyond
economical repair or dismantled.
a. Complete the Shared Services Surplus Disposal Form
i. Email or call Distribution Services (Surplus Disposal) to obtain the surplus asset(s) declaration
number.
b. Request Disposal of Surplus Asset(s)
i. Send the completed and signed form(s), with the declaration number(s) to Distribution
Services (Surplus Disposal).
ii. Ensure that all University procedures and legislative and other applicable requirements related to
disposal of assets are fulfilled as per the “PROCEDURE; sections a., b., and c.”
c. Disposal of Assets by Distribution Services
i. Upon receiving the completed form, Distribution Services will determine the method of disposal. If
the surplus asset(s) has a value, it will be reallocated on campus or disposed of through an
external sale.
ii. Distribution Services will pick-up (removal costs are charged to the unit) and dispose of the asset(s).
d. Accounting Process
4
 U of A Policies and Procedures On-Line (UAPPOL)

i. Generally, proceeds from the sale of surplus assets are negligible and are retained at the institutional
level (F100) to offset the cost of disposal.
ii. If the unit expects that proceeds from the sale of assets will be significant (over $250), the unit may
contact Distribution Services (Surplus Disposal) to request that sale proceeds be deposited to the
unit’s operating fund (F210). Proceeds greater than $1,000 will be automatically returned to the
originating unit as identified on the Surplus Disposal form. Proceeds are processed through the
Cashier’s Office and an accounting entry will be credited to the unit’s account, 502681 (Gain/Loss
on disposal of equipment).
iii. Proceeds from the sale of equipment purchased from restricted funds must be treated in accordance
with sponsor requirements. Tri Agencies mandate that the proceeds be used for research-related
purposes. Proceeds are to be deposited into a research project.
iv. Proceeds from the sale of equipment originally purchased through PER are to be credited to the
unit’s account 402011 (Sales – Goods and Services External Revenue). The unit must deposit
the proceeds in accordance with the Cash Depositing Procedure.
e. Updating of PeopleSoft Asset Management Registry
i. Equipment Services will update the PeopleSoft Asset Management Registry when disposal is
complete.
f. Document Retention
i. The unit must retain the original approved forms, along with all attachments, for six years plus the
current year, and be able to provide the documents during any subsequent equipment audits.
Distribution Services retains a copy of the disposal form.

2. TRADE-IN
Surplus or under-utilized equipment may be used against the purchase of new, similar equipment. The benefit
derived from the trade-in must be used directly in support of University operations or research, and ownership
must be vested with the University.
If the item was originally purchased with research funds, the purchasing units must confirm with the sponsor
that there are no stipulations against the trading-in of equipment for new research equipment.
a. Complete the Asset Disposal Form – Asset Retirement
b. Request the Trade-In
i. Send the form, with page 1 completed and signed, to Distribution Services (Surplus Disposal).
c. Disposal of Asset
i. Upon receiving the completed form, Distribution Services will complete a fair market value
assessment and return the form to the unit.
ii. The unit will finalize the trade-in price with the purchaser. The assessment provides an
approximate value and it is reasonable to expect that, depending on a variety of market forces,
the final price may be reasonably lower or higher than the value assessed by Distribution
Services if the equipment is highly specialized and/or has a limited market.
iii. The unit will prepare the asset for shipping by:
 Ensuring that all University procedures and legislative and other applicable requirements
related to disposal of assets are fulfilled as per the “PROCEDURE: sections a., b. and c”.
 Removing the asset tag and boxing up the asset.
iv. The unit may make arrangements with the vendor to remove the asset in conjunction with the
installation of the new asset. Alternately, and upon request, Distribution Services will pick-up
(removal costs apply) and complete the trade-in of the asset.

5
 U of A Policies and Procedures On-Line (UAPPOL)
d. Process for Purchasing New Asset
i. The value of the trade-in cannot exceed the value of the purchase against which the trade-in
credit is to be applied.
ii. Trade-in transactions must be made directly with the provider of the equipment.
iii. Trade-in proceeds must be applied to a current purchase and cannot be deferred or credited
against future transactions.
iv. The equipment asset information, the tracked asset tag number, if applicable, and the value
being given for the trade-in are to be included on the purchase requisition.
e. Updating of PeopleSoft Asset Management Registry
i. If the equipment has an inventory tag, the unit must advise Equipment Services who will, in
turn, update the PeopleSoft Asset Management Registry with the disposal type “trade-in”.
ii. The new asset must be tagged and tracked. For insurance purposes, the final cost of the new
asset must include the credit value given. This is considered the total replacement cost.
f. Document Retention
i. The unit must retain the original approved forms, along with all attachments, for six years plus the
current year, and be able to provide the documents during any subsequent equipment audits.

3. DIRECT SALE TO DEPARTING STAFF

Only equipment originally purchased through unit operating funds and/or Professional Expense
Reimbursement (PER) can be sold. Items purchased with research funds can be sold only if allowed by the
sponsor/grant conditions.
Departing staff can request to purchase equipment paid for by PER and/or operating funds. This includes
tracked (>$1,000) and untracked (<$1,000) equipment. The unit has the option to gift the staff member to a
maximum of $500 based on years of service. For the purposes of this procedure, PER equipment is valued
according to the following schedule:
 Date of purchase to 1 year old – 75% of value
 >1 year old to 2 years – 50% of value
 >2 years old to 3 years – 25% of value
 >3 years old – value will be considered zero for sale and gifting purposes to departing staff

If the cumulative value of the equipment exceeds the amount eligible to gift, or the unit is not willing to gift this
amount, the employee has the opportunity to purchase at the depreciated value or pay for the difference
(gifted amount minus depreciated value). All PER equipment <3 years old has a value, which must be
considered when sold or gifted to a departing employee.
Units may only sell or gift data storage devices to departing employees if those items were used exclusively
by those staff members, and were purchased from Professional Expense Reimbursement (PER) and/or unit
operating funds.
In all cases, direct sales can be made to a departing (resigning or retiring) staff member only.
a. Complete the Asset Disposal Form – Asset Retirement
i. For any direct sale to departing staff a fair market value assessment is required. Distribution
Services (Surplus Disposal) will provide the fair market assessment upon request.

ii. If the employee personally paid for a portion of the equipment when it was purchased, that
amount should be noted on the form and will be considered in the assessment and credit
provided for the depreciated value of the personal amount paid. Assessments are provided at no

6
 U of A Policies and Procedures On-Line (UAPPOL)
cost.
b. Request Fair Market Value Assessment
i. Send the form, with page 1 completed and signed, to Distribution Services
(Surplus Disposal).
c. Distribution Services will complete the fair market value assessment and return the form to the unit.
Complete Sale of Asset
i. If the departing staff member agrees to purchase the equipment at the assessed fair market
value price, the staff member will sign page 2 of the form.
ii. The unit will ensure that all confidential information, site-licensed software and the equipment
asset tag (if applicable) have been removed from the asset.
iii. The unit will obtain payment from the sale and deposit to the unit’s operating fund (F210),
account 402001 (Sales Goods and Services – External Revenue). For items originally purchased
with research funds, the Research Project must be credited. Deposits must be made in
accordance with the Cash Depositing Procedure.
iv. The University is not responsible for any related costs of any item once sold.
d. Updating of PeopleSoft Asset Management Registry
i. When the sale is complete, the unit will send a copy of the forms to Equipment Services,
who will update the PeopleSoft Asset Management Registry.
e. Document Retention
i. The unit will attach a copy of the approved Asset Disposal Form to the Deposit Form as
supporting documentation. The unit must retain the original approved forms, along with all
attachments, for six years plus the current year, and be able to provide the documents during any
subsequent equipment audits.

4. GIFT TO DEPARTING STAFF

Units may only sell or gift data storage devices to departing (resigning or retiring) employees if those items
were used exclusively by those staff members, and were purchased from Professional Expense
Reimbursement (PER) and/or unit operating funds. Any items purchased with research funds can be gifted
only if allowed by the sponsor/grant conditions.
As per the Gift Expenditure Procedure, an asset may be gifted to a long-serving University staff member who
is retiring or departing at a value of $100 per year of service up to a maximum of $500. Examples include
books, a computer or an office accessory. Canada Revenue Agency (CRA) requires the University to include
the value of any non-cash gifts to employees exceeding $500 per calendar year in the employee’s income for
tax purposes.
a. Complete the Asset Disposal Form – Asset Retirement
i. For any gift to departing staff, a fair market value assessment is required. Distribution
Services (Surplus Disposal) will provide the assessment upon request.
ii. An item with a fair market value above $500 may only be gifted the item if the employee meets
the conditions of the Gift Expenditure Procedure and agrees to pay the amount over and above
the $500 threshold.

7
 U of A Policies and Procedures On-Line (UAPPOL)

iii. If the employee personally paid for a portion of the equipment when it was purchased, that
amount should be noted on the form and will be considered in the assessment and credit
provided for the depreciated value of the personal amount paid.
b. Request Fair Market Value Assessment
i. Send the form, with page 1 completed and signed, to Distribution Services.
ii. Distribution Services will conduct the fair market value assessment.
c. Gift Asset to Departing University Employee
i. When the fair market value assessment is complete, Distribution Services will return the form
to the sender for final approval. The Dean, Director or Chair has the discretion to deny the gift
if it does not align with the intent of the Gift Expenditure Procedure.
ii. Once the form has been signed by the Dean, Director or Chair, and if the gift is approved:
 Obtain the employee’s signature and payment, if applicable, for any amount above $500.
 The unit will ensure that all confidential information, site-licensed software and the equipment
asset tag (if applicable) have been removed from the asset.
iii. If payment is required, the unit will deposit to the unit’s operating fund (F210), account 402001
(Sales Goods and Services – External Revenue). Deposits must be made in accordance with the
Cash Depositing Procedure. This applies to items originally purchased through operating funds
and/or PER. Any payment required for items originally purchased with research funds must be
deposited to the Research Project.
iv. The University is not responsible for any related costs of any item once sold.
d. Updating of PeopleSoft Asset Management Registry
i. When the gift or gift/sale is complete, the unit will send a copy of the forms to Equipment
Services, who will update the PeopleSoft Asset Management Registry.
e. Document Retention
i. The unit will attach a copy of the approved Asset Disposal Form to the Deposit Form as
supporting documentation. The unit must retain the original approved forms, along with all
attachments, for six years plus the current year, and be able to provide the documents during any
subsequent equipment audits.

5. DONATION TO REGISTERED CHARITY

Canada Revenue Agency (CRA) allows the University to donate only to charitable organizations with an
active CRA registration status. An asset cannot be donated to any other institution, or any person or staff
member.
a. Complete the Asset Disposal Form – Donation to Registered Charity
i. For any donation to a registered charity, a fair market value assessment is required.
Distribution Services (Surplus Disposal) will provide the assessment upon request.
b. Request Fair Market Value Assessment
i. Send the form, with page 1 completed and signed, to Distribution Services. The form
must include the Business/Registration number of the charity (available from the
charity or the CRA).
ii. Distribution Services will complete the fair market value assessment.
c. Donate Asset to Registered Charity
i. Once the assessment has been completed, Distribution Services will send the form to back to the
8
 U of A Policies and Procedures On-Line (UAPPOL)
sender.
 If the amount of the donated equipment is less than $5,000, the Dean, Director or Chair has
final approval.
 If the value of the donated equipment is $5,000 or more and purchased with operating funds,
the VP (University Services and Finance) provides final approval. If the item was purchased
with research funds, the VP (Research and Innovation) has final approval. Either VP has
the discretion to deny the donation. The VP will return the signed form to the unit.
ii. If the donation is approved, the unit will ensure that all confidential information, site-licensed
software and the equipment asset tag (if applicable) are removed from the asset.
iii. The University is not responsible for any related costs of any item once donated.
d. Updating of PeopleSoft Asset Management Registry
i. When the donation is complete, the unit will send a copy of the forms to Equipment Services,
who will update the PeopleSoft Asset Management Registry.
e. Document Retention
i. The unit must retain the original approved forms, along with all attachments, for six years plus the
current year, and be able to provide the documents during any subsequent equipment audits.

6. STOLEN OR LOST
An item is considered stolen when involved in a reported theft or break-in. A University of Alberta Protective
Services (UAPS) or other (police) report must be filed.
For an item to be considered lost, it must have been first reported as missing via a report filed with UAPS. If,
after an extensive search, the asset cannot be located, the unit can confirm the asset as missing and it can
be recorded as lost in the PeopleSoft Asset Management Registry.
a. Complete the Asset Disposal Form – Asset Retirement
i. Send the completed and signed form to Equipment Services.
b. Updating of PeopleSoft Asset Management Registry
i. The unit will notify Equipment Services of the loss by submitting the completed form. The
PeopleSoft Asset Management Registry will then be updated by Equipment Services.
c. Document Retention
i. The unit must retain the original approved forms, along with all attachments, for six years plus the
current year, and be able to provide the documents during any subsequent equipment audits.

7. DISMANTLED FOR PARTS

This applies when an equipment asset is to be dismantled and parts retained by the unit.
a. Complete the Asset Disposal Form – Asset Retirement
i. Send the completed and signed form to Equipment Services.
b. Preparation of the Asset for Dismantling
i. Ensure that all University procedures and legislative and other applicable requirements related to
disposal of assets are fulfilled as per the “PROCEDURE, sections, a., b. and c.”.
ii. Ensure that the asset tag is removed from the equipment.
iii. The unit can then undertake asset dismantling.
c. Updating of PeopleSoft Asset Management Registry

9
 U of A Policies and Procedures On-Line (UAPPOL)

i. The unit will update the PeopleSoft Asset Management Registry by retiring the dismantled asset.
d. Document Retention
i. The unit must retain the original approved forms, along with all attachments, for six years plus the
current year, and be able to provide the documents during any subsequent equipment audits.

8. INTERNAL TRANSFER OR SALE TO ANOTHER UNIVERSITY OF ALBERTA UNIT

This applies to the transfer or sale of an equipment asset within the University. The units coordinate the
transaction and are responsible for complying with various legislative and other requirements.
Proceeds from the sale of equipment purchased from restricted funds must be treated in accordance with
sponsor requirements. Tri Agencies mandate that the proceeds be used for research-related purposes.
Generally, Tri Agencies mandate that any equipment less than five years of age cannot be sold.
a. Complete the Equipment Asset Form – Transfer or Sale (Internal) to Another University Unit
i. Determine the selling price:
For the sale of any asset originally purchased from either unrestricted or restricted funds, the
units may negotiate a selling price taking the fair market value into consideration. Either unit
may request a fair value assessment from Distribution Services. An assessment is required for
items purchased with research funds. The assessment provides an approximate value and it is
reasonable to expect that, depending on a variety of market forces, the final price may be
reasonably lower or higher than the assessed value.
ii. Send the completed and signed form to Distribution Services (Surplus Disposal).
iii. Distribution Services will conduct the fair value assessment, if applicable, and return the form to the
unit.
iv. Complete the transfer or sale.
b. Accounting Process
i. If the equipment is transferred, no accounting entry is required.
ii. If the equipment is sold, the Transfer or Sale (Internal) to Another University Unit form must be
completed to record the sale.
 The selling unit must credit 401001 (Internal General Revenue).
 If the equipment was purchased with restricted funds, the chartfield must be credited in
accordance with any donor/sponsor terms and/or conditions. The proceeds must be
deposited into a research project.
 The purchasing unit must debit the appropriate expense account:
 502341 – Equipment <$5,000
 502343 – Computing Hardware <$5,000
 502344 – Scientific Lab Equipment <$5,000
Note: Do not use 507001 for internal transfers as this will result in the asset being
capitalized twice. Use the appropriate 50234X account to match the equipment type.
c. Updating of PeopleSoft Asset Management Registry
i. When the asset is transferred or sold internally, the original asset tag is to remain affixed to the
equipment. A new tag is not to be assigned by the unit receiving the transfer.
ii. Following the transfer or sale, Equipment Services will update the ownership change in the
PeopleSoft Asset Management Registry, if applicable (above $5,000). The receiving unit must
10
 U of A Policies and Procedures On-Line (UAPPOL)
update the location of the asset.

iii. If sold, the acquisition value will remain the original purchase price, not the negotiated price,
along with all original acquisition details. This is required for insurance purposes.
d. Document Retention
i. The receiving unit must retain the original approved forms and any attachments for six years plus
the current year, and be able to provide the documents during any subsequent equipment audits.
The transferring unit must retain copies of the forms and attachments for six years plus the
current year.

DEFINITIONS
Any definitions listed in the following table apply to this document only with no implied or intended
institution-wide use. [▲Top]
Equipment Assets Items acquired by the University including, but not limited to, scientific and
lab equipment, information technology (IT) equipment, miscellaneous
equipment, vehicles and items purchased through Professional Expense
Reimbursement (PER).
This procedure does not include Museums and Collections assets.
Furnishings Assets Items acquired by the University including, but not limited to,
workstations, file cabinets, bookcases, classroom tables/podiums, soft
seating (lounge seating), and lounge tables.
Surplus Assets Equipment assets that are no longer of use to a unit, or are obsolete,
damaged beyond economical repair or dismantled.
Trade-In Items that are used in partial payment when purchasing a new, similar
item.
Direct Sale to Departing Staff Direct sales can be made to departing (resigning or retiring) staff only and
require a fair market value assessment to be completed by Distribution
Services.
Gift to Departing Staff Gifts may be made to departing (resigning or retiring) staff only, require
approval by the Vice-President, require a fair market value assessment,
and must comply with the Gift Expenditure Procedure.
Donation to Registered In accordance with Canada Revenue Agency (CRA) regulations, the
Charity University may only make a donation to a charitable organization with an
active CRA registration status. An asset cannot be donated to any other
institution or any person or staff member.
Stolen An asset is considered stolen when involved in a reported theft or break-
in. A campus security or other report must be filed.
Lost For an item to be considered lost, it must have been first reported as
missing via a report filed with UAPS. If, after an extensive search, the
asset cannot be located, the unit can confirm the asset as missing and it
can be recorded as lost in the PeopleSoft Asset Management Registry.
Dismantled Units may dismantle equipment for parts, and retain those parts.
Internal Transfer A change in custodian of an asset within the University, which takes place
at no charge to the receiving unit.
Internal Sale A change in custodian of an asset within the University which takes place
at a price negotiated between the units.
For the sale of any asset originally purchased from either unrestricted or
11
 U of A Policies and Procedures On-Line (UAPPOL)

Restricted funds, a fair market assessment is required and the units

may negotiate a selling price, taking the fair market value into
consideration.

Restricted Research Funds This does not

Restricted apply
funds to furnishings.
or restricted contributions are subject to externally
imposed stipulations that specify the purpose for which the funds are to
be used. The University can only expend restricted funds for those
specific purposes defined by the sponsor or donor.
PeopleSoft Asset An electronic registry used to record details of assets in order to facilitate
Management Registry physical control and security, and to provide information for disposal,
replacement and insurance purposes. Units are not required to track
furnishings.
Sanitized Proper erasing of any residual data from an electronic storage device.
Acquisition Value The original purchase cost of an equipment asset, excluding discounts or
promotions (e.g. “free” or bonus items are valued at non-promotional or
discounted price) or the value assigned to an equipment asset acquired
through either an in-kind contribution or a transfer from an external or
internal unit. Required for insurance purposes.
Disposal Removal of an asset from an operating unit’s inventory resulting in a
change of status for the asset from “active” to ‘inactive” for that unit.
Disposal methods include transfers, sales, gifting, trade-ins, recycle.
External Sale The disposal of an asset outside of the University. The price and method
is determined by Distribution Services (Surplus Disposal).
Data Storage Devices A device for the recording, storage and/or processing of information.
These include, but are not limited to, laptops, desktop
computers/monitors, PDAs, cell phones, tablets, media players and
portable electronic devices.

FORMS
Should a link fail, please contact [email protected]. [▲Top]

FS/PCM Forms Cabinet: Equipment Asset Acceptance of a Gift in Kind of Equipment to the University

FS/PCM Forms Cabinet: Equipment Asset Disposal Form - Request to Transfer Equipment to Another Institution

FS/PCM Forms Cabinet: Surplus Disposal Form

FS/PCM Forms Cabinet: Disposal Form - Asset Retirement

FS/PCM Forms Cabinet: Asset Disposal Form: Donation to Registered Charity

FS/PCM Forms Cabinet: Transfer or Sale (Internal) to Another Unit

Equipment Decontamination Form

RELATED LINKS
Should a link fail, please contact [email protected]. [▲Top]

12
 U of A Policies and Procedures On-Line (UAPPOL)

Equipment Registration and Tracking Procedure (University of Alberta)

Equipment and Furnishings Asset Management Policy (University of Alberta)

Equipment Asset Transfer Procedure – Transfer To or From Another Institution (Asset Purchased from Restricted
Research Funds) (University of Alberta)

Information Technology Security Policy (University of Alberta)

Gift in Kind of Moveable Equipment to the University Guidelines (University of Alberta)

13