A&M-Commerce | Business & Administration | Financial Services | Feedback
The A&M-Commerce Campus Trading Post is provided to maximize the use of university assets. Texas A&M University-Commerce departments may negotiate a direct transfer or internal sale of property to other A&M-Commerce departments.
A campus website has been created listing any available items and will be maintained by the Property Management Services. The website will be updated weekly and items will remain posted for a two-week period.
The following guidelines are required:
Departments planning to surplus usable items (inventoried and non-inventoried) need to provide a list of the equipment to the property manager via e-mail. This list should be an attachment and should include a brief description of the item(s), the department name, name and phone number of the department contact, sales price (if being sold), and the deadline for expressing interest in an item to your department.
Example:
| Secretarial Desk w/right return (wood) | |
| CTIS (Jane Doe, Ext. 2222) | |
| Sale Price: $ 15.00 (If item(s) are being sold) | |
| Deadline: Date |
Additionally, it will be assumed that departments will be given the opportunity to “adopt” any item listed, unless otherwise noted. Any negotiations on items being “sold” must be made between departments. Items should be distributed on a first come first serve basis and interested departments have the two-week time frame to consider “adoption” or “purchase” of equipment listed on the campus web site.
E-mail Property Management Services, Sharon Smith.
ADOPTION OF ASSET
If an item is adopted, adjustments to university inventory records for such transactions are required. The releasing (transferring) department should complete a Texas A&M University-Commerce Property Transfer form (INV906) for the items to be transferred. This form may be filled out in one of two ways, online and then downloaded to your local printer, or printed first and then typed. Online instructions for completing this form may be found HERE. The form must be signed by the Accountable Property Officers from both the releasing department and the receiving department and sent to Property Management Services, Financial Services, via Campus Mail.
SALE OF ASSET
If an item is sold, adjustments to university inventory records for such transactions are required. The releasing (transferring) department should complete a Texas A&M University-Commerce Property Transfer form (INV906) for the items to be transferred. This form may be filled out in one of two ways, online and then downloaded to your local printer, or printed first and then typed. Online instructions for completing this form may be found HERE. Also, a Budget Transfer form must be completed and signed by the Accounts Manager (Responsible Person) of the receiving department listing the item(s) being purchased and the Budget Transfer form must accompany the Property Transfer form. The budget transfer form must include both transferring and receiving account numbers. The property transfer form must be signed by the Accountable Property Officers from both the releasing department and the receiving department. The online BOLT system may also be used to request a transfer of budget to the selling department. However, approval of the BOLT transaction will be subject to approval of related transfer documentation required by Property Management. Form should be given to Property Management Services, Financial Services, via Campus Mail. Upon receipt of the two documents or the transfer and proof of the BOLT request, the Property Manager will acknowledge and record the transfer and forward the Budget Transfer form or acknowledge the BOLT transaction to VP administration for processing of funds between departmental accounts.
If any item such as instructional materials or equipment remains unclaimed after being posted for the two-week period on the Campus Trading Post web site, it will then be posted on the Texas Higher Education Coordinating Board web site, which allows such items to be available to public schools districts before disposing of the property in another manner.
Note that HB 3226 and SB 1451 requires that low-performing and low taxable wealth per student districts be given preference. Items must remain listed on this site for approximately 30 days. Items listed on the THECB site may include a “sale” price. It will be the discretion of Property Management Services to price items, if the department chooses to waive that decision.
At this stage, departments will still receive benefit from the sale of any item.
After the item(s) listing expires on both web sites, the Accountable Property Officers must decide whether or not to dispose of items of property no longer needed. Property Management Services encourages transfer of idle equipment. Items cannot be resubmitted to either web site. Items deemed unusable for campus community should be transferred directly to Salvage.
Transferring items to Maintenance/Surplus or Salvage, require adjustments to university inventory records for such transactions. The releasing (transferring) department should complete a Texas A&M University-Commerce Property Transfer form (INV906) for the items to be transferred. This form may be filled out in one of two ways, online and then downloaded to your local printer, or printed first and then typed. Online instructions for completing this form may be found HERE. At this point, departments will not receive benefit from the sale of equipment once transferred to Maintenance/Surplus, unless a special exception is deemed appropriate by Property Management Services.
Additional Guidelines:
Computers and Related Equipment
Form INV906a must be completed and accompany the Property Transfer form before computers and related equipment can be physically transferred from your department. This document requires support approval from a representative of Computing, Telecommunications and Information Systems (CTIS) department
Outside Offers for Surplus Equipment
The Inventory Control Coordinator will be our university’s contact person regarding any items posted to the THECB web site and will have the authority to negotiate the sale of item(s).
Outside offers from those who wish to obtain property listed on the THECB web site should be confirmed in writing. Confirmations may be addressed to Texas A&M University-Commerce, Attn: Chris Burch, Inventory Control Coordinator, Maintenance Department, 2600 S. Neal Street, Commerce, Texas 75428, or by e-mail to Sharon Smith.