The University of Georgia is required by the Board of Regents of the University System
of Georgia and state and federal regulations to inventory and track moveable assets.
Assets are acquired from a variety of sources and must be used for institutional purposes
and they must be disposed of in accordance to state guidelines. The Department of
Administrative Services defines surplus property as “any item that is non-consumable
and non-expendable that is no longer needed”. These items may or may not be inventoried
by the University of Georgia. There are several options for disposing of state property.
Reason for policy
Ensure all UGA assets are disposed of properly.
Assets stolen must be reported to the appropriate police agency. If the item was
stolen on campus, then the UGA Police Department should be contacted. If the item
was stolen off campus, then the police department for that location must be contacted.
In order for items to be removed from inventory as stolen, an official police report
is required and the custodial department is responsible for obtaining that report
and forwarding it to the Property Control Office.
For all assets all documentation should be retained for 5 years after disposition
of equipment. [0472-01-005]
How do I get an item that has been stolen removed from my inventory?
Stolen items should be reported to the University Police or to the appropriate police
office responsible for the area where the theft took place. Provide a copy of the
police report to the Property Control Office to serve as documentation for the deletion
of the item as stolen.
For what reasons are inventory items deleted from my inventory?
The most common reasons for deleting items of inventory from the equipment holdings
of a department are:
- Items are reported stolen.
- Items are reported lost, most commonly by way of the annual inventory, and qualify
for deletion, i.e., are over five years old.
- Items are surplused to the University of Georgia surplus warehouse or to the State
Department of Administrative Services.
- Items are sold in lots through Surplus Property’s bid process.
In instances where the barcode is reported as missing, a new number is assigned; the
old inventory number is no longer used and is deleted from our database.