Even though the dollar threshold for capitalizing assets is $5,000, an asset of any value may need to be tagged, stenciled or otherwise labeled as belonging to CWU. Assets must be tagged upon receipt and acceptance. (See CWU Policy #7-18.104.22.168.2). Please notify Surplus/Asset Management if your asset has not been tagged within five days of being delivered to your department.
You are required to complete a CWU Interdepartmental Transfer Form and remit to Surplus and Asset Management within 5 days. This same form is used to report lost, stolen, or surplus equipment .
If your department has computer equipment you no longer need, see the new computer recycling / transfer procedure.
A department may occasionally wish to remove a piece of equipment that bears a state tag from its inventory. In most cases, the equipment to be taken off the inventory is no longer functional, or has no monetary value, and is going to be used for parts.
The department wishing to remove the equipment from its inventory must submit an Equipment Parts Inventory Form to the Property Management Office. Upon receipt of this form, Property Management staff will make arrangements to remove the tag and obtain authorized signatures.
State property can be removed from campus for out of town workshops, for presentation purposes, or to accommodate extended illness. In these instances, a CWU Property Removal Authorization Form must be completed and returned to the Surplus and Asset Management Office prior to removal. This form helps record where the asset will be located, it's intended use and the estimated return date.
Gifts and donations need to be included in the University's records. If you receive a gift / donation:
Ask the donor to provide a letter describing the item and indicating the fair market value if known.
Send an acknowledging letter of appreciation to the donor.
Send copies of the above documents to Business Services & Contracts, Attn: Gift Committee MS: 7474.
Don't forget, CWU assets should not be thrown in the garbage. They still have value to CWU even if they aren't worth anything to your department. Exceptions to this rule are for consumables such as pens, pencils, etc. If in doubt, contact Dave for more information.
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