Removal of Assets Inventory Request for

Removal (IRR)

Inventory Services

The University of Texas at Austin

Inventory Request for Removal (IRR)

The IRR form is used for many different types of removals: donations, non-state transfers, trade-ins, returns to vendor, returns to sponsor, stolen items, damaged items, etc. Do not change the format of the form in any way. Enter your

data where prompted and send it to Inventory Services The IRR form is not used to dispose of items marked as missing Use the “Instructions” tab on the spreadsheet to complete the

form, then email the file to INVdisposals@austin.utexas.edu Make sure to only enter the first four digits of your

department’s unit code

Before submitting an IRR to INVdisposals@austin.utexas.edu, get the approval of your department head. Usually, this is done through email. Keep this approval for your records

If you are transferring a federally-owned (owner code F) item, you must follow special rules. See the “Federally Owned Assets” section of this training

Inventory Request for Removal (IRR)

Damaged, Obsolete, and Cannibalized Items If transferring damaged or obsolete items to Surplus is not

feasible, a department may elect to dispose of the item with an IRR

If you choose to repurpose equipment or use spare parts from it, you are cannibalizing the equipment. If possible send any unused parts to Surplus. Cannibalization requires Property Manager approval

Cannibalization Approved?

YES

- Remove the parts needed

- Send the excess to Surplus via CCART

NO

- Keep the equipment or find other approved disposition methods

Abandoned Items

If an item is located off-site, and retrieving it would be cost prohibitive, a department may write the item off as abandoned Example: A piece of equipment that has fallen to the bottom of a lake

You cannot abandon an item if it poses a hazard to the environment or to people

This designation is not for missing items that you cannot locate. Missing items should be marked as missing in DEFINE for 2 years before being removed

Salvaged and Scrapped Items

If sending scraps (excess equipment parts) to Surplus is not feasible, a department may sell scraps on their own to a scrap metal or salvage dealer

The sale must be a direct, arms-length transaction You must be able to show that steps were taken to

obtain the best quotes for the sale

Entered in Error

If an item has been added to our inventory system in error, we may remove it using an IRR

Common situations for this include: Expense transactions that were miscoded as

inventory Items that do not meet threshold that were

miscoded as inventory In addition to the IRR form, include a description

of the error in your email

Stolen Items

If an item has been stolen, you must file a police report within 48 hours if the item is insured, or if you suspect employee negligence

If you suspect employee negligence, you must also include a summary of events in the email body with your IRR submission

If the stolen item is a computer or laptop, you must also report the theft to Information Security Office (ISO) using the Stolen Equipment Report form

Donations

Donations of University assets should only be handled by Surplus unless you have received prior permission from the Manager of Inventory Services

If transferring equipment to Surplus is not feasible please email INVgeneral@austin.utexas.edu with the details of your situation and it will be reviewed.

Removal of Gifted Capital Items

Gifted items with a book value of $5,000+ are subject to special rules if a unit seeks to remove them from their inventory within three years of receipt.

If you are the inventory contact for a unit seeking to remove an item like the one described above you must contact the University Development Office prior to submitting the item for removal. May be required to complete an IRS form 8282

PI Transfer Out

When a PI leaves the university, they may take equipment acquired through active contracts or grants (26 accounts) if approved by the sponsoring agency, Department Head, the Provost, and the Property Manager Prior to PI leaving for a non-state agency, submit an IRR

The receiving agency usually pays for shipping and handling of the equipment, so include the cost of shipping and handling in the “Proceeds” on the IRR form

All other equipment is subject to equipment funding rules and may be subject to Provost approval Equipment shall not be removed until the department chair has

received the Property Manager’s approval for the removal

Assets Held in Trust

Assets that need to be returned to a sponsor or have been awarded through a court to another entity are considered assets held in trust

For items being returned to a sponsor that were purchased with federal or private funds provide the following: Shipping documents Disposition instructions from sponsor or court

Returned to Vendor

If a piece of equipment doesn’t meet a department’s needs, they may return the item to the vendor. We recommend doing this as soon as possible

In addition to the IRR, attach a purchase order so some other type of documentation proving credit for the returned item

Trade-In

A trade-in is when you dispose of old equipment to get credit for new equipment

All traded-in items must be university-owned Trade-in credit must be shown in the requisition

for each purchase of new equipment and should also appear on the purchase voucher

Include descriptions for the traded-in items with your IRR submission

Sale of Items with an Estimated Value of Less Than $25,000 Approval by the property manager must be

obtained before the sale of an item occurs.

Once an item has been sold, include the date sold and any documentation of cash proceeds received with your IRR submission

International Sales

International sales require additional approval due to Export Controls regulations

Email the Inventory Finance Manager through INVgeneral@austin.utexas.edu with: Inventory # Element # Entity offering to buy the equipment Persons most knowledgeable about the equipment

The Finance Manager will then coordinate approvals with Export Controls on behalf of the department Persons with knowledge about the item might be asked to supply

additional information during this process. Provost will then review and approve Once all this has occurred the IRR can be processed