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Purchases may be made through the Tennessee Surplus Property System through the following procedures.
7.1.1 All purchases of surplus from the Tennessee Department of General Services, Property Utilization Division shall be made only after the approval by the President or the Vice President for Business & Fiscal Affairs.
7.1.2 Purchases shall be made in accordance with the then current practices and policies of the Tennessee Department of General Services, Property Utilization Division.
7.1.3 The University Property Officer shall be notified by memorandum from the department of any purchase from the Property Utilization Division. Such notification shall include a list of all items purchased and the planned location of each item.
7.1.4 Facilities shall be responsible for pickup of items purchased from the Property Utilization Division and delivery of said items to the specified University location.
7.1.5 The Property Officer will then inspect all items and tag any items qualifying as equipment under the University's equipment definition.
7.1.6 It shall be the responsibility of the department to assure compliance with use and disposal of Property Utilization Division surplus items, as necessary, in accordance with applicable State and University policies and procedures.
7.2 Procedures for Procurement from Other Surplus Property Agencies
Prior to procurement of surplus items from any outside source by purchase, gift or loan (other than the State Surplus Property System), approval must be requested through the appropriate Administrative Officer or Dean to the Purchasing Office. If approved, a copy of the request will be returned to the initiating department with the appropriate signature.
7.2.1 In cases where freight or shipping costs are to be paid prior to delivery to the University, the request should so indicate in order for a purchase order to be issued to cover such costs.
7.2.2 Upon approval and receipt of surplus items, a memorandum must be sent from the department through the appropriate Dean or Administrative Officer to the Property Officer to affect the necessary inventory adjustment. Attach copies of any receipts or other documents evidencing custody of the equipment.
7.2.3 In no instance will the University be held responsible for lent or borrowed equipment from any outside agency not secured in accordance with the policies and procedures outlined herein.
7.2.4 When borrowed or lent equipment is returned to the donor, a Request for Change of Accountability Form (Exhibit P-13) is to be completed and sent to the Property Officer to facilitate the making of the required inventory adjustments, as all leased and/or borrowed equipment is inventoried and tagged for its duration on campus.