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HCPSS / POLICIES

Policy 4080 Implementation Procedures - Disposition of Property

Policy Document

Implementation Procedures

I. Determination of Surplus, Obsolete, or Disposable Goods

  1. A principal/program manager/designee will declare an item as surplus or excess.

  2. A principal/program manager/designee will notify the Purchasing Office or Warehouse of any surplus or excess property.

II. Reutilization of Surplus Goods

  1. If a surplus item can be utilized elsewhere in the Howard County Public School System (HCPSS), the Purchasing Office will reassign as appropriate.

  2. The Purchasing Office will make available a list of excess property on the Purchasing Website or other electronic media.

  3. When a school/department requisitions property, the Purchasing Office will check the Surplus Property List to determine if the request can be filled from that list.

  4. If repairs or other services to goods and materials can be carried out in a cost-effective manner, they will be conducted under the direction of the appropriate administrator/supervisor knowledgeable and responsible for that item(s).

  5. When a school/department receives surplus property, they are responsible to inventory and account for that property coming under their responsibility in the appropriate property database. Licenses and/or any fees associated with the property must accompany the surplus property being transferred.

III. Disposal of Surplus

  1. If a surplus item is no longer useable, the Purchasing Office will dispose of the item in one of the following ways:

    1. Trade-In

      1. If the item is being replaced, the Purchasing Office will determine whether trade-in is a feasible means for disposal.

      2. If the Purchasing Office determines that the item should be traded in, relevant provisions will be noted in the Bidding Document/Purchase Order.

    2. Sale

      1. An item not suitable for reuse or trade-in may be sold via informal bidding, sealed bids, public auction, electronic means, or other sales transaction, whichever is deemed to be in the best interest of the Board.

      2. Upon receipt of payment from the buyer, the Purchasing Officer will transfer the title of item (when appropriate) by issuing and signing a letter of sale.

    3. Donations

      1. The Purchasing Officer may request authorization to donate a surplus item to a charitable or nonprofit organization that has tax-exempt status.

      2. Donations will be handled on a case-by-case basis and approved by the Chief Financial Officer.

  2. Prior to physical removal, the principal/administrator/designee knowledgeable and responsible for the item(s) will identify if the item is a Fixed Asset and verify if the item is on the Fixed Asset list and notify the Finance Office of the final disposition.

IV. History

ADOPTED: November 26, 2002

REVIEWED: July 1, 2017

MODIFIED:

REVISED: February 10, 2011

EFFECTIVE: July 1, 2011