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Asset/Inventory Disposal Guidelines
Faculty of Engineering
This document and the related form (can be viewed and printed at
1.Introduction
This document serves to provide guidelines for conducting inventory or asset disposal at the Faculty level. Disposal of inventory/asset is done to dispose off things no longer working or uneconomical to repair.
2. Criteria and Recommendation
The criterion for disposal is faulty equipment that is not economical to be repaired. If the equipment is working and not being used for a prolonged period of time, the staff in charge of the equipment needs to bring up to the attention of LMC members during LMC meeting. All effort should be made to utilise equipment that has not been used for a prolonged period of time.
Advertisement about the unused working equipment can be put up in the lab website and communicated to the faculty staff to encourage and inform staff to use it for projects/experiment/ lab session/ research project/ students final year project. If there is no plan to utilise the unused equipment after advertising in the lab website, the equipment list shall be given to UAAM so that it can be considered to be transferred to other departments or faculties that may need to use it. This is to be done through the Dean.
Disposal method shall follow MMU guideline. Disposal approval is subject to the Dean and the University Disposal Committee recommendation. Disposal exercise is done twice a year after the completion of the mid year and year-end inventory check.
3. Forms and Document Required
Table 1
Form From Faculty of Engineering / From Finance Department- Inventory/Asset Disposal Proposal Form
- Support Document (If applicable)
Asset disposal forms
1. / Asset_Disposal_Checklist.xls
2. / Disposal_Asset_MMUP1.xls
3. / Disposal_Asset_MMUP2.xls
4. / Disposal_Asset_MMUP3.xls
5. / Disposal_Asset_MMUP4.xls
6. / Disposal_Asset_MMUP5.xls
7. / Disposal_Asset_MMUP6.xls
4. Process Flow
Action required / Action Bya)The staff in charge of the equipment request application for disposal by referring to the inventory/asset database.
b) At the faculty level, recommendation from the supervisor, asset officer and the Dean are to be obtained before the proposal is send to the Finance Dept. for processing.
c)Proposal is to be submitted using the Inventory/Asset Disposal Proposal Form (Appendix II) to faculty Asset Officer so that it can be verified before being tabled at the lab management meeting by the asset officer. Staff who propose the mentioned proposal is to be present at the meeting to defend the proposal.
d)For prolonged unused equipment that is still in working condition, the Asset Officer shall send the equipment list to be advertised at the lab webpage in order to inform all the faculty staff. If there is no plan to use the said equipment in the Engineering Faculty, the list shall be send to UAAM for possible transfer to other department after the Dean approval.
e)Upon recommendation to dispose by the lab management committee, the applicant shall fill in the asset disposal form (see Table 1) and submit them to Asset officer.
f)Asset officer will check all the disposal forms before forwarding to the Dean for approval.
g)Asset officer make a photocopy of all the disposal form for reference and filing.
h)Asset officer forward approved original disposal form to Finance Dept for processing. Asset Officer is to keep record and follow up with Finance Dept on the status.
i)Upon approval, the Asset Officer shall inform the applicant (staff in charge) so that disposal action can be taken.
j)Asset officer update disposal record and status after approval from disposal committee is received. Asset officer update FOE inventory/asset database.
k)Asset officer sign on the disposal form when the disposal action is completed. / Applicant
Applicant
Applicant, Asset officerAsset Officer
Applicant
Asset officer
Asset officer
Asset officer
Asset officer
Asset officer
Asset officer
5. Summary of Process Flow
APPENDIX I
Asset/Inventory Disposal Process Flow