Departments must complete an Equipment Disposition Form and submit it to Asset Management for approval before taking any action regarding equipment. (For Surplus use SPS.) All equipment disposals are reviewed with respect to original funding sources that may affect the disposition of the equipment. If you have questions about Equipment Disposition Forms that are not answered in the information below, please contact Asset Management at FA-ead@uab.edu or (205) 934-5144.

The types of actions that should be reported on the EDF are explained below:

1. Move/Transfer— Select this transaction type if equipment is moving to a different location or the owning department is transferring stewardship to another UAB department. Note that if the equipment is being transferred to another UAB department, an authorized signor for the receiving and relinquishing department must sign the form before routing it to Asset Management.

2. Trade-in — To trade in UAB capital equipment for other UAB equipment, departments must complete an EDF including the description, property number, serial number, and current location of the equipment. Please include the requisition number in the requisition number box on the form if you have already been assigned one. If you haven’t been assigned one, Asset Management will add it to the form during the requisition approval process. The department must then scan the approved EDF with a completed Capital Equipment Purchase FormCapital Equipment Purchase Form for the new equipment to the requisition collection in OnBase, along with any other supporting documentation for the new purchase. Requisitions referencing a trade-in of equipment will not be approved unless the approved EDF, EPI form, and quote are included in the back-up documentation.

   Note: Certain factors such as donor or grant restrictions may prohibit the trade-in of equipment. Approval from Grants and Contracts Accounting is required if grant purchased items are being traded in.

3. Temporarily Misplaced/Stolen — When capital equipment is lost or stolen, the department must report the loss/theft to Asset Management. The EDF should include the description, property number, serial number, and location at the time of loss or theft. If the item is believed to be stolen, the UAB Police Department should be informed, and a police report filed. Please attach a copy of the police report to the form.

   If Asset Management receives a police report, the equipment will be noted as stolen in Sunflower and removed from the department's inventory. All other equipment will be coded "Temporarily Misplaced."

4. Scrapped/Cannibalized — Any capital equipment cannibalized for parts should be approved by Asset Management prior to scrap/cannibalizing. Include the equipment’s description, property number, serial number, and current location. After the piece of equipment is cannibalized, send it or any unneeded parts to the Surplus Warehouse utilizing the SPS.

5. Release of Ownership — Specific rules apply to the process of releasing ownership of UAB property to other institutions. Please refer to the section “Transfer of Ownership of UAB Property” under the Inventory Life section above and attach documentation to the EDF before submitting.

6. Donation to UAB — Specific rules apply to donated equipment. Please refer to Equipment Donated to UAB.

7. Transfer to UAB — Capital equipment transferred to UAB via a grant, contract, or other means should be added to UAB's equipment inventory. It is the responsibility of the recipient department to notify Asset Management of any equipment received. Include any pertinent correspondence from the granting or contract agency. Include a full description of the equipment, the serial number, location, and an estimated current value.

8. Other — For all other equipment transactions not covered by those described above, use “Other.” Please provide a brief description of the transaction in the space provided on the Equipment Disposition Form.