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Prepare an email request for approval to dispose of a Moveable Asset to be sent to Strategic Procurement Services. The email request should contain the following:

• Department requesting.
• If there are multiple department owners, who it the other owner(s). 
• Moveable Asset details, including
  • Make
  • Model
  • Size
  • Type
  • Part number
  • Serial number
  • Application
  • Quantity
  • Original date of purchase
  • Original purchase price
  • Provide current estimated value and valuation methodology (documented)
• Rationale for disposal. 
• Planned disposal method:
  • Transfer to another Queen’s department;
  • Sale to another university or college;
  • Return to the original supplier or original equipment manufacturer;
  • Sale to the general public; or
  • Discarding as scrap or waste.
• If applicable, plan to promote sale.
• Do you already have a buyer?
• Was this purchase made with research funds?
• Who to contact regarding questions about the sale.
• Current location of the Moveable Asset.
• Approval of disposition by Department Head or Department Heads, if multiple departments have ownership. 

If the Moveable Asset was purchased with research funds, the Director, Strategic Procurement Services or delegate will obtain authorization from Research Accounting to dispose of Moveable Asset prior to approving request.

Research Accounting will assess and advise of any restrictions regarding the disposal of the Moveable Asset based on the related funder’s guideline.

Proceed to the applicable instructions based on Planned Disposal Method. 

7.1 Transfer Between Departments
7.2 Sale to Third Parties
7.3 Disposal as Scrap    Department

Receive payment from buyer.

Record the proceeds of sale for deposit to the original chartfield that funded the purchase of the Moveable Asset using account 460016 - Gain/Loss on Capital Assets.

Note for Moveable Assets Purchased through Research Funds: where the originating research project that paid for the equipment is closed, the funds can be deposited to a Special Research Project if the Principal Investigator has such an account.  This will be treated as an external cost recovery.  If the Principal Investigator does not have eligible projects to accept the sale proceeds, the recommended process is to deposit the funds to the related department’s operating fund.

• Vehicles that are deemed unfit for use should be disposed of as scrap metal. Contact the Facilities Resource Recovery & Sustainability Specialist for assistance.
• If the vehicle is fit for use and licensing, determine if other departments are able to use the vehicle through consultation with Strategic Procurement Services. It is strongly recommended that vehicles deemed fit for use are transferred to other Queen’s departments.
• To be fit for use and licensed, the vehicle must be inspected and receive a Safety Standards Certificate from a Ministry of Transportation licensed inspection station. Safety Standards Certificates are valid for 36 days after the date of inspection.
• Review the Ontario Ministry of Transportation website for information on selling a used vehicle.
• Obtain a Used Vehicle Information Package to provide the buyer.  The Department is responsible for providing this to the buyer.
• Notify Insurance and Risk Management of the date of sale to remove the insurance.
• Return the license plates to the Ministry of Transportation.

• Any laboratory furniture that may have come into contact with, or may contain, chemical, biohazardous, or radioactive substances must be decommissioned through the EHS decommissioning process to ensure compliance with applicable environmental health and safety regulations.
• The Facilities Department operates a furniture reuse program for furniture that is in usable condition so it can be diverted from landfills and reused by another university department.  
• Contact the Resource Recovery & Sustainability Specialist for assistance with advertising usable furniture to university departments for reuse.
• Furniture that is not in a reusable condition can be discarded by request by completing .

These items range from smartphones and laptops to computer keyboards and monitors that may contain valuable materials and harmful substances that need to be handled with care.

• Memory containing devices may contain highly sensitive and confidential information.
• It is the responsibility of the Department to ensure that all Queen’s information has been properly and permanently deleted from any memory containing device.
• Memory containing devices must be properly restored to factory settings to delete all university information.  Submit a to Queen’s ITS for guidance on this process.
• Any technology item that is considered e-waste will be sent to a contracted e-waste recycler. To facilitate the process of disposing of e-waste, an E-Waste Request Form must be completed. .
   

• Ensure any services, such as electrical, ventilation, gas, plumbing are disconnected. Contact Facilities (Fix-it ext 77301) for assistance, as necessary.  
• As applicable, contact the Department of Environmental Health and Safety (EHS) to identify potential hazards and determine environmental health and safety legislation that may apply to the transfer of the equipment to third party. 
• Ensure moving services for large or heavy equipment are arranged as required.
• Any equipment being disposed of must be decommissioned through the EHS decommissioning process to ensure compliance with applicable environmental health and safety regulations. EHS decommissioning services can be requested by completing and submitting a Decommissioning Request Form. 

• Scrap metal refers to discarded or surplus metal materials that are no longer needed for their original purpose and are intended for recycling or disposal.
• Examples include leftover metal pieces from construction projects, old machinery, or obsolete metal components.
• Queen’s Facilities operates a reuse program where metal items in good condition can be reused by different departments on campus.  Contact the Resource Recovery & Sustainability Specialist for assistance with advertising the item to the campus for reuse.
• To facilitate the proper collection and disposal of scrap metal, please fill out Scrap Metal Request Form.