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UC DAVIS: Accounting & Financial Services September 16, 2005 DEANS, DIRECTORS, DEPARTMENT CHAIRS, AND ADMINISTRATIVE OFFICERS Re: Donations of Excess Equipment for Hurricane Katrina Relief Efforts This directive provides guidance to departments wishing to donate excess equipment to universities and non-profit organizations affected by Hurricane Katrina. Campus departments do not have delegated authority to give away surplus property to individuals or external entities. However, recognizing the urgent need for specialized equipment, UC Davis will expedite the normal processes for review and approval of equipment donations to support hurricane relief efforts. Departments must first declare equipment as 'excess to departmental needs' and should consult with Bargain Barn Manager Karl Reinking (752-5637) about the specific equipment to be donated and the educational or non-profit organization for which the equipment is intended. If the Bargain Barn determines there is no market value, there would be a clear path for a donation to another university or non-profit organization. UCDHS departments will continue to transfer items to the Excess Property Warehouse. If the Bargain Barn determines there is or could be a market value, they will advertise the item for two days (versus the normal four weeks). If the item is not purchased, it will be donated to the university or non-profit organization specified by the department. Karl Reinking and the Bargain Barn staff will work directly with departments to expedite either the 'clear path' or the 'two day' advertisement process. Departments should consider the following when considering donation of equipment: 1. For University-owned equipment, the California Constitution prohibits the University from making gifts of public property, except for items declared as surplus as noted above. 2. For government-owned equipment, written permission to declare the equipment as excess must be obtained from the sponsoring organization. Disposition instructions must be obtained from the sponsoring agency. Normally, government-owned equipment is that equipment which has been purchased with Federal or agency funds where the agency has retained ownership. 3. The appropriate dean, vice chancellor, or hospital administrator must approve the disposition of items with an original acquisition value of $10,000 or more. This expedited review process is effective only for that equipment intended for donation to Hurricane Katrina relief efforts. If you have questions or require assistance with any aspect of equipment donations for Hurricane Katrina relief efforts, please call Steve Frost, Director of Materiel Management at 530-757-8701 or Karl Reinking, Bargain Barn Manager at 530-752-5637. J. Michael Allred Associate Vice Chancellor - Finance/Controller 05-098
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