COLORADO COMMUNITY COLLEGE SYSTEM
SYSTEM PRESIDENT’S PROCEDURE

Surplus Property


SP 8-80

APPROVED AS SP 16-60: April 23, 2012
EFFECTIVE AS SP 16-60: April 23, 2012
RENUMBERED TO SP 3-70b: August 25, 2016
RENUMBERED TO SP 8-80: November 29, 2016

REFERENCES: C.R.S. 24-18-101, et. seq. (Code of Ethics); State of Colorado Fiscal Rules, Rule 1-10; Board Policy 3-70, Colorado Community College System Code of Ethics; Board Policy 8-60, Delegation of Signature Authority

ISSUED BY:

/ Nancy J. McCallin /
Nancy J. McCallin, Ph.D.
System President

Application

This procedure applies to all the community colleges within the Colorado Community College System (CCCS) as well as system office.

Basis

It is the responsibility of each college and of the system office to ensure that all property is properly accounted for when acquired, whether by purchase or other means. Property shall be inventoried, tracked and safeguarded throughout its useful life and at the time of disposal.

Each college and the system office will be responsible for establishing adequate procedures to perform its fiduciary duty in accordance with the following guidelines.

Procedures

This procedure applies to equipment that is movable and not permanently attached to a building. It excludes land, land improvements, leasehold improvements, buildings and fixtures.

Each college and the system office shall establish procedures for the disposition of surplus property.

The procedures shall address disposals of all categories of equipment including the following: computers, property acquired through certificates of participation, restricted gifts, equipment exposed to or containing hazardous materials, and other property. Procedures should specifically address equipment purchased with federal funds.

The written procedures shall contain the following components:

  • Provide for designation of Surplus Property Manager(s)
  • Approval of disposition
  • Valuation of assets at disposition
  • Tracking of assets between locations (transfers) and recordkeeping once disposed of
  • Transfers between departments
  • Acceptable methods of disposal based on funding source and residual value
  • Mechanism for reporting disposal to the Business Officer or designee in a timely manner

Additionally, records of disposal must be retained for 3 years after the disposal. Although items may be disposed of by other means, employees of the college and their immediate family may only acquire surplus property when sales are open to the public, such as through an auction or silent auction. If an employee facilitates the sales event, the employee and his or her immediate family may not participate in the bidding.

The colleges should establish a valuation procedure which reflects the college’s historical experience with equipment. The procedure may include valuation of equipment by type; for example, a college might consider computer peripherals such as printers at zero value after four years.

Definitions

  1. Surplus property: Any tangible supplies, materials or equipment for which the system office or college has acquired ownership by means of purchase, donation, dedication, transfer, abandonment, exchange or any other lawful means, which is no longer needed by the using department.
  1. Capital equipment: non-consumable, tangible equipment having a useful life of more than one year and a value at acquisition of $5,000 or more. This includes equipment acquired via transfer, donation, capital lease or internal construction; includes components wherein parts may not meet the capitalization threshold, but in aggregate the cost is $5,000 or greater.
  1. Non-capital equipment: tangible, non-consumable materials or equipment that are valued at less than $5,000 at acquisition, or have a useful life of less than one year.
  1. Surplus Property Manager: employee charged with the responsibility for tracking surplus property, obtaining valuation, determining appropriate disposal method and ensuring appropriate documentation occurs. The Surplus Property Manager shall safeguard surplus property until disposal is complete. The college may designate more than one Surplus Property Manager; for example, one for facilities related equipment and one responsible for information technology equipment.
  1. Information technology equipment: computer and electronic storage devices: computers, servers, computer peripherals, software, or electronic storage devices.

Revising this Procedure

CCCS reserves the right to change any provision or requirement of this procedure at any time and the change shall become effective immediately.