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Surplus items that may not be operational or may be damaged can be submitted with a Capital Equipment Disposal Request (refer to DID-E) for assessment and evaluation.  The appropriate Facilities Management Shop will notify Asset Management if the item is to be disposed of or placed in surplus for reissue.

Property that has been evaluated as obsolete, unsafe or not cost-effective for repair shall be disposed of or made available for public auction by Property Control.  This property can also be donated to non-profit groups or sold to the public at prices set by Property Control with proceeds going to the School Plant fund.

Stolen and/or vandalized property will be processed and removed from the site inventory as submitted to Asset Management on a Theft & Damage Report (refer to DID-E).  Each incident requires a police case number and may be obtained by dialing 791-4444 for all non-emergency situations.

Each site is responsible for maintaining their own copies of documents for accountability purposes and inventory records (refer to disposal and inventory forms in DID-E).

Donation Procedure

The following guidelines must be adhered to for accepting any donated assets (e.g. land, buildings, improvements, equipment, furniture, vehicles, materials, etc.) to the District:

Any site or department that is receiving donated assets on behalf of TUSD must fill out an Equipment Donation Form and forward it to the appropriate department director (refer to DID-E).   Donated vehicles titles must be delivered directly to the Risk Management Department.

Each director is required to complete the Equipment Donation Form with his/her signature of approval or disapproval the form will then follow the flowchart path listed below beginning at the “Director of Risk Management“ level.  Asset Management will use the form’s estimated value as the value of the donated asset only where TUSD agrees to maintain the asset.

Donors retain the responsibility to justify the fair market value of the donated equipment for taxing authorities.  The District does not approve an assigned value.  Any receipts issued or letters of acknowledgement will not specify a value of the property received by TUSD.

The Asset Management Office will be responsible for assigning Asset ID Numbers only for equipment that will be maintained by the district.  Asset Management will return a completed copy of the Equipment Donation Form to the receiving site or department.  The site or department will be responsible for tagging the equipment and providing a response to the donor.

DID-R-AssetManagementRegulation12-14-04Page 4 of 5

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