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.IRR form 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 the file to Make sure to only enter the first four digits of your department’s unit code

Before submitting an IRR to get the approval of your department head. Usually, this is done through . 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

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 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 formStolen 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 with the details of your situation and it will be

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 the Inventory Finance Manager through 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