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PMM 4.10 Disposal of Broken, Inoperable Equipment

Last Revised Date:
July 1, 2026
Responsible Unit(s):
Property Management
Responsible Unit Email(s):
FNSV-PropertyManagement@arizona.edu
Manual:
Property Management Manual
Status:
Active

Purpose and Summary

To provide direction to university departments on the retirement of broken, dilapidated and surplus inventorial equipment in their possession and control.

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international.

Policy

  1. University departments are to keep their offices, lecture rooms, laboratories, research facilities and storage areas free of excess, broken, dilapidated and surplus equipment.
  2. Departments are to send to Surplus Property all broken, dilapidated, inoperable, and surplus equipment.

Procedures

  1. GENERAL:

    ResponsibilityAction
    Custodial Department
    1. Identify broken, dilapidated, inoperable and surplus equipment that can be sent to Surplus Property.

  2. UNIVERSITY OWNED CAPITAL EQUIPMENT:

    ResponsibilityAction
    Custodial Department
    1. For items that are University title, log onto the asset management software and fill out the Transfer Requests.
    2. Provide or arrange for transport of all identified broken, dilapidated, inoperable, or surplus equipment items to the Surplus Property.
    3. If there is a need for the parts or components of broken, dilapidated and inoperable equipment, the department is to follow Surplus Property Procedures for Cannibalization. 
    Surplus Property
    1. Receive approval from SPS Property for equipment acquired under sponsor funding source. 
    2. Reutilize, sell, or dispose of the equipment per Surplus Property disposal procedures.

  3. GOVERNMENT AND OTHER SPONSORED OWNED EQUIPMENT:

    ResponsibilityAction
    Principal Investigator
    1. When broken, dilapidated and inoperable equipment is government or other sponsor owned, the PI shall notify the Sponsored Projects Services Property Administrator with a request for disposition instructions.
    2. The department is to securely store these items until instructions are received from the sponsor.
    SPS Property Administrator
    1. Notify the contracting/grants officer of the federal awarding agency or other sponsor as to the condition of the property and request disposition instructions.
    2. Advise the University department as to the determination of the sponsor on disposition instructions for the equipment.
    3. If the sponsor abandons the property to the University, the title will be changed to University Title. 
    Property Management
    1. Change the titleholder to University in the active records of the University's Capital Asset Module (CAM). 
    Custodial Department
    1. For items that are now University title, log onto the asset management software and fill out the Transfer Request (formerly known as Disposal Request).
    2. Provide or arrange for transport of all identified broken, dilapidated, inoperable, surplus equipment items to Surplus Property.
    3. If there is a need for the parts or components of broken, dilapidated and inoperable equipment, the department is to follow Surplus Property Procedures for Cannibalization.
    4. If the sponsor requests return of the property, return to the address indicated by the sponsor and send a copy of the shipping documents to the Sponsored Projects Services Property Administrator. 
    SPS Property Administrator
    1. Upon receipt of the shipping documents, provide documentation to Property Management with instructions to remove the items from Capital Asset Module (CAM).   
    Property Management
    1. Remove the item from the active records of the University's Capital Asset Module (CAM).

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