EACR form instructions

Step by step guide to filling out the Equipment Accountability Change Request

Surplus Property forms and instructionshttp://cr.colostate.edu/surplus_forms.aspx

Environmental Health Services forms and instructionshttp://www.ehs.colostate.edu/

Property Management forms and instructionshttp://busfin.colostate.edu/prp.aspx

• Always download a fresh version of the EACR-as regulations change the disclosures are updated on the form.

• Fill out each section completely-missing information can cause your pickup request and or reallocation to be delayed.

• The signed original should be sent to Property Management 6003-scanned, faxed, or copied forms create audit and accounting issues and will be returned to the department

• Section one is for the type of disposition being requested-trade in and other require additional steps, please contact Property Management or Surplus Property

• Utilize the “additional detail” field to note req number, account for charges or reallocation, unusual circumstances, etc.

• Section two is for the name of the Department and 4 digit organization code-the contact info should be the person who knows where to find the equipment and any pertinent details about the what should or should not be included.

• While this implies immediate pickup is possible, most EACR’s take at least 4 days to process and typically 7-10 from process to pickup-in some cases arrangement can be made in advance; contact us if you have special circumstances.

• Any equipment that may have been exposed to Chemical, Biological, or Radioactive, materials, require the additional RFLE form-De-con must be completed prior to releasing equipment to Surplus.

• Data containing devices and electronic waste have specific State and Federal regulations for their disposal procedures-Surplus uses certified electronic waste disposal methods and data destruction procedures to safeguard Colorado State University from liability.

• Complete the RFLE Declaration form for any equipment potentially exposed to hazardous material-De-con must be completed prior to releasing equipment to Surplus.

• Items that cannot be sent to Surplus Property:• Liquid chemicals including paint, and

cleaning supplies.• Pharmaceuticals• Refrigerant• Asbestos containing material• Lead paint materials• Mercury containing equipment• Pressurized containers• Medical or lab sharpsSee http://www.ehs.colostate.edu/ for full list

EACR section 6=Property DetailsThe EACR form is in place to track the lifecycle of every item acquired by CSU- all items have value or residual value to the University and are required to be dispositioned in the correct manner. Failure to completely fill section 6, can result in items being dispositioned incorrectly, resulting in losses for the University and audit exceptions for Department and University assets.

All the information pertinent to the item being disposed is necessary in this section (excluding the shaded areas). It is important that Property Management can identify the items being disposed. If the CSU decal is missing or written in error, then the other demographic information can help identify the item.

• Only the Head of the department, or individuals designated this responsibility by the Head of the Department, can sign the EACR-Department head’s are ultimately liable for the proper management, utilization, and disposition of the equipment within their department. To designate additional signers, download and complete the Property Accountability Authorized Signers application and return to C.D. 6003

• The Property Accountability Authorized Signers form can be found on the Property Management page under “forms” • A new form is required anytime a

change is made to the authorized signer structure within the department. • Only the Department Head can

designate the DPC (department property contact) and additional signers for non-capital disposition

• Property Management will verify each line item against a minimum of 2 property databases to ensure assets are disposed of correctly and per the title holders regulations -Form will be approved by Property Management, saved as a PDF image, then delivered to Surplus Property to schedule pickup.

Questions, concerns, or comments?

Surplus PropertyJake Drenth—Department Manager

Holly Ritzman—Pick up and scheduling

Property ManagementRachel Drenth—EACR processing

Debra Ellison—Trade in assistance