Property Disposal and Management Requirements

Texas Tech University Health Sciences Center (TTUHSC), as a State of Texas entity, is required to manage and dispose of all property in accordance with state law and institutional policy. This applies to all equipment and materials owned by the institution, regardless of funding source.

Departments may not give away, donate, sell, discard, or informally transfer TTUHSC property.

All property must follow approved processes, including the Property Inventory System (when applicable) and the Surplus Property process.

This requirement is grounded in:

Two Categories of Property

1. Capitalized & Controlled Assets

These items:

  • Are tracked in the Property Inventory System
  • Have an assigned Property Custodian
  • Require inventory tagging, location tracking, and annual certification

Examples include:

  • Computer, laptops, tablets
  • Equipment meeting capitalization or control thresholds

All transfers, changes, and disposals must be processed through the Property Inventory System.

2. Other (Non-Inventoried) Property

These items:

  • Are not tracked in the Property Inventory System
  • Still belong to TTUHSC and are subject to state law

Examples include:

  • Lower-cost equipment
  • General operational items not classified as controlled assets

These items must still be processed through the Surplus Property process for disposal.

No Informal Transfers or Movement

Departments may not:

  • Transfer capitalized/controlled assets without using the Property Inventory System
  • Move inventoried assets without updating the location
  • Dispose of any property (inventoried or not) outside of the Surplus process
  • Take equipment offsite without approval (for inventoried assets)

When Property Can Be Disposed Of

Property may only be disposed of after it is formally declared:

  • Surplus - No longer needed
  • Obsolete or Uneconomically Repairable

Important: Property is not surplus until:

  • Required documentation is submitted, and
  • The Surplus Pickup team accepts the item

Required Disposal Process

For Capitalized/Controlled Assets:

  • Initiate transfer in the Property Inventory System
  • Submit a Surplus Pickup Request
  • Coordinate with Surplus Property

For Non-Inventoried Property:

  • Submit item details and request pickup through Surplus Property
  • Provide sufficient description (including serial numbers if available)

What Happens to Surplus Property

Once accepted:

  • Available internally within TTUHSC
  • Then offered to other agencies/eligible organizations
  • If not transferred, sold or disposed of

Donation

Departments cannot directly donate property.
Donation may only occur through the surplus process and only when:

  • The property has no resale value, and
  • All other disposition options have been exhausted

Computers & Data Devices (Applies to ALL Devices)

Before transfer or disposal:

  • All data must be removed or destroyed
  • Devices must be sanitized per IT requirements
  • Departments must ensure no confidential information remains

Department Responsibilities

Departments must:

  • Safeguard all TTUHSC property (inventoried and non-inventoried)
  • Use property only for institutional purposes
  • Remove all contents before transfer
  • Follow IT and Safety requirements
  • Cover disposal-related costs when applicable

Loss, Theft, or Negligence (Inventoried Assets):

  • Must be reported immediately in the Property Inventory System
  • Stolen items require a police report
  • Departments may be required to replace assets using departmental funds
  • Negligence may result in financial responsibility

Do Not:

  • Give property to employees, students, or outside organizations
  • Dispose of items outside Surplus
  • Assume “low value” means no process is required
  • Use TTUHSC property for personal purposes

Contacts

Before taking action, contact your campus: