18-TRADE-IN

18.30 STRATEGIC ALLIANCE CONTRACTS - IKON/HP & XEROX
EFFECTIVE
06/08/09		 LAST UPDATE
06/08/09
PURPOSE:
 To provide direction to University departments regarding the trade-in of University funded equipment of new items through strategic alliances.
AUTHORITY:
 Powers and duties of the University President, ABOR Policy 3-801 and 3-802

The authority below applies ONLY to Federal Property (acquisition dollars or title):

48 Code of Federal Regulations 45.509-2
Office of Management and Budget Circular A-110

POLICY:

Strategic Alliance Contracts – IKON/HP and XEROX.
As the University’s contracted vendors, in addition to offering the departments discounted pricing and a dedicated support team, IKON/HP and XEROX are generally able to tender better allowances through trade-ins than the proceeds the departments can obtain via auction sales hosted by Surplus Property. As a way of practice, the departments are allowed to contact IKON/HP or XEROX directly for photocopier and printers trade-ins.
PROCEDURE:
    RESPONSIBILITY   ACTION
    CUSTODIAL
    DEPARTMENT    		  
    1. Determine the titleholder and source(s) of funding for the equipment item(s) proposed for trade-in.
      1. If the item is titled in a sponsor, or if the item is University titled, acquired on government funds, and has a trade- in value of $5,000 or more, follow the instructions in Property Management Policy 18.10.
      2. If the item is University titled, acquired on University funds, follow the standard University purchasing procedure by creating a Purchase Requisition (FRS Departmental Manual, 10.11) to order the new item or items.
    2. Contact IKON/HP or XEROX directly to negotiate the trade-in terms.
    3. Idenfity the items being traded, the UA property tag number (or indicate that a tag does not exist) and the value being received for the trade. The transaction will not be processed without a value being indicated for the item being traded.
    4. Prepare a Request for Authorization to Dispose of Property (RADP) form, note the dpr number at the top, and send to Purchasing as an attachment.
    PURCHASING  
    1. Review the Purchase Requisition and the RADP and approve, or resolve any differences with the department, return form for completion, or request further justification.
    2. If approved, sign and forward to IKON/HP or XEROX for processing.
    3. When the equipment used as the trade-in is shipped or picked up by the vendor, obtain a receipt and notify Property Management-FSO to delete the item(s) from the Fixed Assets System (FFX).
    PROPERTY
    MANAGEMENT-FSO    		  
    1. Upon receipt of notification that the trade-in has been delivered to the vendor, remove it from the Fixed Assets System (FFX).
Return to Property Management Manual Contents