Property Disposal

Property Disposal UCB Distribution CenterProperty Services 3300 Walnut StBoulder, CO 80301 303-492-6524 303-492-6242 http://www.colorado.edu/facman/distmail/

Property Services Presented by: Jack Brubaker

Property Services Managing the following operations: Property Disposal Moving and Hauling Furniture Sales new and used Internet Sales of specialized equipment Surplus Computer Screening Public Auctions

Property Disposal • All surplus university property (furniture, equipment, vehicles, electronics) must be disposed of through Property Services. Property disposal services are free for UCB. • UCB departments may initiate and track requests for property disposal by accessing our online Surplus Property Management System located here: • https://spsweb.colorado.edu/ • We can also help you... • Get authorization to cannibalize or trade in old equipment • Make a donation to a non-profit organization • Transfer research equipment to another institution

Surplus Property trade-ins, donations, transfers • To accomplish one the following: • Get authorization to cannibalize or trade in old equipment • Make a donation to a non-profit organization • Transfer research equipment to another institution • Departments will need to: • Send an e-mail to Jack Brubaker at Jack.Brubaker@colorado.edu explaining what the department would like to do with the surplus item with as much detail as possible, i.e. serial numbers, model numbers and, especially CU ID tag numbers. • Jack will issue a “Disposal Authorization Memo” to departments to document request approval. • If it’s a “trade in” Jack will need the name of the company • If it’s a transfer to another institution, Jack will need the name of the Institution as well as the Professor, if applicable, and, approval from the department. • If the item was purchased with grant funds, the department will need to get approval from the Office of Contracts and Grants and complete a Sponsored Projects Equipment Disposal Request form located here: • http://www.colorado.edu/ocg/forms/pdfs/SP_Disposal_Request.pdf

Surplus Property trade-ins, donations, transfers • If a department wants to do any of these: • Get authorization to cannibalize or trade in old equipment • Make a donation to a non-profit organization • Transfer research equipment to another institution • They do not have to go through our on-line Surplus Property Management System. • The form to the right is an example of our Disposal Authorization memo issued by Property Services giving departments authorization.

Online Surplus Property Disposal Campus Departments can create a Department Profile and initiate Disposal Requests with our on-line Surplus Property Management System located here:https://spswebflex.colorado.edu/ Jilliandra Watkins, 303-492-6324Jill.Watkins@colorado.edu and Jack Brubaker, 303-492-7207Jack.Brubaker@colorado.edu are both available to help you with the process of registering your department and creating Disposal Requests.

To register your department Using the link to https://spswebflex.colorado.edu/ in your Web Browser, you will arrive at a page that looks like the sample to the left. You may click the Register a New Department link (in the upper right corner above the e-mail box) to get the New Department Registration dialog box.

To register your department If your department has not yet been defined, proceed and fill out the information in the dialog box. Leave the Responsibility level at Administrator, as each department should initially have at least one person at that level to define additional users. Press Save when finished. The first field, Dept.#, is your department’s org number from the PeopleSoft chart string. If your department has already been defined you’ll receive an message:

To register your department An email will be sent to the address you’ve entered. It will be from Facilities Management and the subject will be something similar to SPO Registration. This email may end up in your junk mail folder, so if it doesn’t appear in your inbox within about 15 minutes check for it there. When you sign in to the application, you will start at the To Do List screen.

To register your department Highlight the Departments and then Department Profile tab to reach the Department Profile screen. Press the Edit radio button so that you can enter your department information. Move from field to field, filling in information. When you encounter a field that is bordered in red, that is a required field.

To register your department The Short Name can be used if a department is sometimes identified by a nickname. It is not a required field. The Dept.#, Parent Dept #, and Parent Department will normally be left as is for the first department defined in an organization. If your department structure includes subsidiary departments these can be set up at a later time as “children”. For initial setup we will accept the University of Colorado as the “parent”. Enter information for each building used by your department and press the disk icon to save each set of information. For the most part we try to use the building numbers and addresses listed in the Property Accounting and Facilities Management systems. We have downloadable Excel version of this “Building Code File” available from our website: http://www.colorado.edu/facilitiesmanagement/distmail/property/disposal.html

Enter a main telephone number (required) and a main department fax number if desired. Press the disk icon to save each line entry. Use the trashcan icon to delete a saved entry. The System requires at least two speedtypes to: 1 - receive any revenues (Credit) for those items sold in our public auctions. Revenue speedtypes can be from funds 20, 26, 28, 29, 72, or 78. Please use 325500 (Auction Proceeds-Property Sales) as the Credit Account. 2 - to defray expenses (Debit). Debit speedtypes can be from funds 10, 20, 26, 28, 29, 72, or 78. Please use 537699 (ID Equip < $5,000) as the Debit Account. Save each speedtype/account combo with the disk icon. Multiple entries are allowed. Check over your entries for this section of the department profile and press the Save radio button to accept the information. At this point the Property Services office will have to review the profile and authorize it before any disposal requests can be entered.

To register your department To change your password, click the key icon under Password. Information can now be modified in your user profile and other department users can be added. This would be a good time to allow pop ups in your browser for this website (https://spsweb.colorado.edu) as the printing function involves pop up windows. To edit user information, highlight username in the bottom panel and press the Edit radio button. If you are to be one of those who will be approving disposal requests that have been entered by your department, please make sure the Authorized for box is checked next to the Dept # Select your Salutation. Populate the fields: first name, last name, title, e-mail (must be a University e-mail address) phone number, For Security Level choose Administrator.. Check the box next to your Dept # (org) for those users who will be able to Authorize Disposal Requests for that department. Enter the New Password (Repeat) and press Save to complete the process.

If you want a list of users who are authorized to approve disposal requests from this department, press the Department Users tab and then the Print Signature Report radio button. This is for your Department’s use only. Property Services Administration is able to access this information on-line. Use your browser’s print function to print the page or [Ctrl] [P] if that isn’t available in the tool bar.

To enter a Disposal Request After signing on to the application, the first screen to appear will be the To Do List. This is a manual reminder list of tasks needing completion. After you have completed the tasks on this to-do list, you may click the box to the left of the task and click out of the panel. The next time you land on this to-do list panel, that item will not appear. Use the link to https://spsweb.colorado.edu/ in your Web Browser.

To enter a Disposal Request To navigate to the Disposal Request screen click Departments, then click Disposal Requests. Then, click the Add/Edit tab at the top of the Disposal Request screen.

To enter a Disposal Request Click the New radio button at the bottom of the screen. The cursor is now in the first box on a “fresh” disposal request screen. If you are only rostered in one department the department name field will automatically populate. If not, enter the first letter of the department name and then press the down arrow in the Select Department box to access a drop down list of all departments starting with that letter.

To enter a Disposal Request The next information entry is Disposal Type … the drop down list has five choices, but we only use the default: Turn into Surplus. At this point, before any line items are entered, the request can be saved so that it can be retrieved later for edit. Press the yellow Save radio button. You’ll note that a DR# has been added and all the fields have been grayed. You must, then, select the Edit radio button to get back in and edit the Disposal Request. The Date will default to today’s date, but when highlighted will bring up a calendar function. Either accept today’s date or the use the calendar function to enter the date from the hard copy Disposal Request. Please leave the “Pickup Type” status as “Property Services” so that our office can process your items appropriately. Even if you make arrangements to deliver your surplus to our warehouse, we will still need this status to remain.

To enter a Disposal Request We’re now ready to begin adding the line items . Press the Edit radio button at the bottom of the screen. When we highlight the Bldg.# box, a drop down box will be displayed with the default building at the top of the list. Select the building from the list. If the building you want does not appear on the list it will have to be added to your department profile by your department administrator or by Property Services. Choose the building and enter the room number. Note that we are able to enter a different room number for each line item on the disposal request. Note, that as we move from box to box, some boxes are highlighted in red...these are boxes that require information to be entered or we won’t be able to save the disposal request.

To enter a Disposal Request As soon as the Item box is highlighted a Select a Category box will appear. Enter a keyword or scroll up and down the list to find an appropriate category. Our first line item is a typewriter...entering typewriter in the keyword box gets us an exact hit., the word typewriter is highlighted in red.Click on the highlighted word, the highlight will turn to yellow. Close the window using the Close radio button and the Item field will be populated with Typewriter.

To enter a Disposal Request The next field, Qty, defaults to 1. The Condition field is a drop down box...choose an appropriate value. When in doubt, enter 0 –Unknown. If there is an Est. Value noted on the hard copy disposal request, then make an entry in the Est.Value field, DO NOT check the MinBid box. When you tab to or highlight the Distribution Account it will display all the credit speedtype combos that the department has entered, Choose one of these to populate this field. Select the Credit speedtype, automatically linked from your department profile. If you have more than one, please select the appropriate speedtype to receive revenue if the item sells in our public auctions for $100 or more.

To enter a Disposal Request If there is a CU Tag number on the item for disposal then enter it in the CU Tag# field. If it is in the current Property Accounting Inventory the Serial #, Model #, Description, Acq.Cost fields will populate. In our example, tag 117234, is not in the PAS database, so I’ve entered the serial number, model #, and manufacturer from the disposal request. When you tab to the Acq.Date field a calendar will pop up...we won’t normally enter an acquisition date, so just go to the Description field without making an entry. If you do not have a CU Tag#, Serial #, Model# please leave these areas blank. If you type “N/A” or “None” you will get a message preventing you from saving that line item. Just leave the areas blank for which you have no information.

To enter a Disposal Request Enter an accurate description without punctuation or special characters. To save this line entry press the “Save line Item” radio button just below the Description box. This will, then, populate the bottom third of your request with your item. Continue to enter line items by returning to the Room# field, entering values, and closing each line by clicking the “Save line Item” radio button just below the Description box.

To enter a Disposal Request To complete the Disposal Request 1 - Select your name from the drop-down “Authorized By” menu, if there is more than one person entered to Authorize Disposal Requests. 2 - Check the “Authorized” box

To enter a Disposal Request Before you are able to authorize your request, you must first confirm that: -All sensitive data, social security numbers, personal information, etc., has been removed from computer equipment. -Equipment does not contain any radioactive materials, hazardous material, PCP is not biologically contaminated, etc. (If you have items that need hazardous material clearance, download an Environmental Health and Safety Certificate (PDF or MSWord) and, contact Environmental Health and Safety to certify your equipment is safe for disposal before this request can be processed.) -The equipment is cleared of federal requirements and it can be disposed. (If Equipment or Furniture was purchased with SPA funds you'll need to get in touch with the Office of Contracts and Grants to assist in completing a Sponsored Projects Equipment Disposal Request form.) Note: After authorization you will not be able to make any additions or changes to your disposal request.

To print the request, press the Print radio button. To print this screen press [Ctrl] [P]. The person in the Authorized By window will receive an email indicating that there is a Disposal Request that needs to be authorized. The Property Services department will not be able to process the disposal request until it has been authorized by the disposing department. Property Services will then create a manifest for your disposal request. This manifest will generate temporary labels that will be delivered to your department so you can label and organize your surplus property for pick up.

To Track a Disposal Request • To Track your Disposal Requests: • Select “Departments” • Select “Disposal Requests” • Select the “Show All” icon in the middle • Now you will see all your department’s Disposal Requests created in our system. • The different categories are: • “Pending” means your department still needs to authorize the DR • “In Progress” means the DR has been authorized and assigned to Property Services. The DR will remain “In Progress” until the items have been processed in the warehouse i.e. recycled, trashed, or put back into inventory. • “Completed” means Property Services has processed all the items on the Disposal Request

Online Surplus Property Disposal What happens next . . . • When your Disposal Request has been entered and authorized in the Surplus Property Management System, Property Services Staff will manifest your disposal request, e-mail the Disposal Request contact person with instructions and send labels through campus mail with further instructions within 1-2 business days. • When labels have been affixed to surplus items by the department please, reply to Steve Marvel’s initial e-mail here Steve.Marvel@colorado.edu. • After Property Services has been notified through e-mail that the items are ready, they will come and remove your surplus. • On average, it takes Property Services 6 calendar days to pick up a disposal request from the date the department notifies us the tags have been affixed and the items are ready for pick up. • Property Services completes approximately 150 disposal requests each month. The scope of one disposal request can range from a single item to a multiple-truck pick-up.

Online Surplus Property Disposal If Equipment or Furniture was purchased with SPA funds you'll need to get in touch with the Office of Contracts and Grants to assist in completing a Sponsored Projects Equipment Disposal Request form located here: http://www.colorado.edu/ocg/forms/pdfs/SP_Disposal_Request.pdf If you have items that need hazardous material clearance download an Environmental Health and Safety Certificate located here: http://www.colorado.edu/facman/distmail/property/documents/eh_000.pdf or, Contact Environmental Health and Safety to certify your equipment is safe for disposal here: http://ehs.colorado.edu/ Special considerations . . .

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Steps for our Disposal Process are: • Department sets up profile on the Surplus Property Management System. • Department sets up administrators/and-or/managers/and-or/users . • Department Administrators check the box for those administrators/managers/users who are authorized to approve disposal requests. • This could be just the Administrator if departments decide to have only one person responsible. • UCB Property Services administration approves Department profile. • Departments can now gain access to the Surplus Property Management System. • Department administrators/managers/users use default passwords to log on and change their passwords to something more user-friendly. • Departments enter Disposal Requests. • Departments authorize Disposal Requests. • UCB Property Services can then see and print up Disposal Requests and temporary labels for departments to use for identifying surplus property to be picked up. • Temporary labels are delivered to departments through campus mail. • Departments can then organize and label surplus property to be picked up. • Departments reply to Property Services’ e-mail from steve.marvel@colorado.edu to let him know labels have been affixed. • Property Services Material Handlers arrive and pick up surplus property that has been entered as a disposal request and labeled with temporary labels.

Used Furniture Sales Used Furniture Sales Surplus Furniture picked up from UCB departments is recycled by selling back to other university departments Pricing varies upon cost and condition of the furniture. Fair market value is assigned to used furniture.

Public Auctions Public auctions are held on an as needed basis and are generally held quarterly. Campus Departments make 50% revenue from auction items selling for $100 or more, per item disposed by their department. Auction proceeds help fund the UCB disposal program. Currently departments are not charged for disposal pickups, unless special logistics are required.

Internet Sales We utilize on-line auction mediums to maximize asset recovery (PublicSurplus.com, LabX.com etc.) Surplus property is selected and researched to optimize resale potential and higher revenue opportunities for departments; i.e. high end lab equipment, gas chromatographs, test equipment, medical equipment, etc. Percentages of Internet Sales revenues kept by Property Services are used to cover labor, online fees, mileage, etc. For any Internet Sales questions, please contact: Steve Marvel, 303-492-1120Steve.Marvel@colorado.edu Revenues transferred back to CU Departments from Internet Sales 0 To $1,000 CU Departments keep 51% of revenue $1,001 To $5,000 CU Departments keep 78% of revenue $5,001 To $10,000 CU Departments keep 85.5% of revenue $10,001 To $25,000 CU Departments keep 88.5% of revenue $25,001 and up CU Departments keep 90.5% of revenue

Computer and Electronic Screening Computer screening provides the final oversight ensuring data destruction for all data-containing media leaving the university. UCB Property Services is compliant with and knowledgeable on all Federal, State and University regulations regarding sensitive information. Some hard drives are tested and sanitized for resale to University Departments and to the public in our quarterly auctions. Other hard drives meet our “Hard Drive Crusher” and are thoroughly destroyed.

Property Services is “Keepin’ It Green” Property Services is keeping our campus tidy and surplus property out of our landfills by recycling the following amounts of materials: 126,500 pounds of scrap metal sent to recycling rather than trash. 212,542 pounds of electronics sent to recycling rather than trash. 45,000 pounds of electronics re-sold at auctions and to the public. 252,000 pounds of all other surplus property were sold back to departments or otherwise diverted from the landfill. In addition to CU-Boulder, we also serve the UCD campuses with their disposal needs. Besides the Public Auctions, we also do direct sale to the public and now utilize on-line auction mediums (PublicSurplus.com, LabX.com etc.) to maximize asset recovery. Property Services facilitated the donation of hundreds of computers, computer related equipment, and furniture to non-profit organizations and schools.

Thanks for attending our presentation!We are working hard to do what’s right.

Property Disposal