Obsolescence Leading to Surplus or Scrap


This document describes how to dispose of obsolete property.


The process for disposing of obsolete property involves the following steps:

Initiation of Disposition


When property becomes unwanted, disposition must be initiated by the project director on the Research Foundation (RF) Property Status Change Request Form (Form F110) or on an operating location equivalent form. See the Forms and Originals page of the RF Web site for an example of Form F110.


At a minimum, disposition must be approved on the form by the campus property officer and RF Operations Manager or designee. If an alternate operating location designed form is used, approval must come from the above named officials (as a minimum) and any others that the operating location specifies as necessary. If the property is sponsor owned, the sponsor must be contacted with a formal letter requesting permission to dispose. If the sponsor does not give its approval, then it must be contacted for disposition instructions.

Tagging as Surplus

When approval has been obtained from all levels, an Excess/Surplus Decal is affixed to the property by the property control office. The decal shown below is a SUNY decal. This decal can be used for the disposition of Research Foundation property or operating locations may design their own equivalent decal.

The decal establishes intent to dispose. The decal also indicates the condition of the equipment. This rating of condition aids in determining how the item is to be disposed of.

Physical Removal and Disposition

The unwanted property is removed to surplus repositories. It may be kept as surplus for use elsewhere, promoted for sale, or discarded as scrap. In general, if the rating of condition is good or better, it will first be offered to the RF/SUNY community. If there is found to be no interest, it will be offered for public sale or surplused. If the condition is poor or worse, it will usually be scrapped. RF decals should be removed.

Costs of Removal

Costs associated with physically removing obsolete property are the responsibility of the operating location.


Some SUNY campuses facilitate the process of disposition by affiliating with a nonprofit organization employing disabled workers who renovate property that has been disposed of.

Database and Tagging Requirements

The PCS Status code must be changed indicating obsolescence and the record must be retired from active status. RF decals should be removed.

Sales Revenues

RF owned

Revenues obtained from the sale of Research Foundation property are returned to the operating location from which the property was obtained. The operating location must identify the account to which the funds will be posted.

Sponsor owned

Revenues obtained from the sale of sponsor owned property are returned to the sponsor or may be directed toward project goals, as specified by the sponsor.


Operating Locations

The RF operations manager is responsible for ensuring that



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