Disposition of Equipment Purchased with Computer Access/Instructional Technology Fee Funds

Updated Spring 2012

Each year a variety of computer and related equipment is purchased with Computer Access/Instructional Technology Fee (CA/ITF) funds. This equipment, hardware and software, may be located in general access facilities or in college or departmental facilities. As this equipment ages, it will have to be either taken out of service (not replaced), replaced with equipment funded from the CA/ITF, or replaced with equipment funded from some other funding source.

Since CA/ITF funds are specifically limited as to their use, it is important that we have a policy statement for the disposition of equipment purchased with CA/ITF funds. The following statement guides the use of the CA/IT Fee and was last modified by action of the Texas A&M University System Board of Regents in March 2004:

"The portion of the Computer Access/Instructional Technology Fee devoted to Computer Access will be used exclusively to support equipment and services for student access to computing, networking, and student administrative computing.

The portion of the Computer Access/Instructional Technology Fee devoted to Instructional Technology will be used exclusively to support classroom instructional technology and to support the faculty's use of instructional technology in teaching."

All items subject to inventory must have a sticker, indicating the item was purchased with CA/ITF funds, permanently displayed. Stickers may be obtained by calling or emailing the Computing & Information Services Property Manager at 845.8422 or it-inventory@exchange.tamu.edu.

The disposition of older equipment purchased with CA/ITF funds is addressed in Exhibit D/E of the March 2000 Board of Regents meeting (Minute Order 33-2000).

"Equipment purchased with the portion of the Computer Access/Instructional Technology Fee devoted to Computer Access that is four years or older may be disposed of following University rules for non-CAF surplus property. In addition, equipment that is four years or older may be transferred to such entities as departments for use in undergraduate or graduate student offices or laboratories, and the Library. Equipment that is less than four years old will follow the existing guidelines which require it to be sold as surplus property with the proceeds returned to the fee account or used as trade-in for new equipment."

Disposition of Equipment – Surplus

1. Equipment Less Than Four Years Old. If equipment less than four years old and purchased with CA/ITF funds is to be discarded as obsolete, it is to be assigned to the Texas A&M University Surplus Property Department. Any proceeds from the disposition of such equipment are to be deposited in the CA/ITF Equipment Fund Account (Account #211730-06100). It will be the responsibility of the unit disposing of the equipment to inform the Surplus Property Department of the CA/ITF nature of the equipment. A copy of this policy statement will be filed with the Surplus Property Department.

It is important to note that equipment less than four years old and purchased with CA/ITF funds may not be given to faculty or staff for their use; and it may not be donated to any person, group, or organization. If the equipment is sold for cash, the funds received must be deposited in the CA/ITF Equipment Fund Account.

2. Equipment Four Years or Older. If equipment four years or older and purchased with CA/ITF funds is to be discarded as obsolete, it may be disposed of following the standard Texas A&M University Property Transfer Procedure. There are no CA/ITF specific guidelines other than the unit disposing of the equipment must inform the Surplus Property Department of equipment age and that it was originally purchased with CA/ITF funds.

Disposition of Equipment – Transfer

1. Equipment Less Than Four Years Old. If equipment less than four years old and purchased with CA/ITF funds is to be discarded as obsolete, it may be transferred to another campus unit as long as the new use is limited to supporting student instructional computing. The equipment may also be sold to another unit on campus. While there are no limitations on the use of the equipment if it is sold, any proceeds from the sales of such equipment are to be deposited in the CA/ITF Equipment fund account.

2. Equipment Four Years or Older. If equipment four years or older and purchased with CA/ITF funds is to be discarded as obsolete, it may be transferred or sold to another campus unit following standard Texas A&M University Property Transfer procedures. There are no CA/ITF specific guidelines for equipment four years or older other than the unit disposing of the equipment must certify its age.

Disposition of Equipment – Trade-In

1. Equipment Less Than Four Years Old. If equipment less than four years old and purchased with CA/ITF funds is traded in for new or used equipment, the equipment received must be used in a way consistent with the Board of Regents' Minute Order statement previously noted. If the equipment purchased with CA/ITF funds is traded in on equipment that is not to be used to support student instructional computing, the purchasing unit must deposit the value of the trade-in in the CA/ITF Equipment Fund Account. The use of equipment purchased with CA/ITF funds as a trade-in on other equipment transfers the CA/ITF use requirement to the newly obtained equipment.

2. Equipment Four Years or Older. If equipment four years or older and purchased with CA/ITF funds is to be used as a trade-in, standard Texas A&M University Property Transfer procedures are to be followed. There are no CA/ITF specific guidelines when trading in equipment that is four years or older.