Disposition of Inventory Items

Deleting property from the Asset Management System is the responsibility of the Property Management Division of KCTCS Facilities Management. The disposal or trade-in of personal property shall be in accordance with state and federal law.

When items of equipment are stolen, an investigation must be made by appropriate police agencies. A copy of the report concerning the investigation of the theft must be furnished to the Property Management Division of KCTCS Facilities Management.

When equipment is missing or lost, the person held accountable for the item should put in writing the details concerning the loss of the item. The last time the item was seen, and the first time it was noticed missing should be included. This report must be furnished to Property Management Division of Facilities Management.

When personal property no longer has a useful life, is damaged beyond repair, or is surplus to the college’s or system office needs, discarding property may occur by several methods:

• Intra-college or inter-college transfer.
• Use of the property as a trade in the procurement of assets.
• Transfer to an entity of government within the Commonwealth at a price determined by KCTCS.
• Transfers are permitted, at a price determined by mutual consent and in the Commonwealth’s best interest, to a nonprofit organization, which is exempt from taxation under Section 501 (c)(3) of the Internal Revenue Code (excluding a religious organization), or a nonprofit organization eligible to receive surplus federal property pursuant to 41 C.F.R. 101-44.207(c), and organized under the laws of the Commonwealth, another state, or the District of Columbia, or chartered under an Act of Congress, lawfully doing business in the Commonwealth of Kentucky, and serving a public purpose of an essentially governmental, civic, educational, or charitable nature, after first receiving from the recipient agency the certification and evidence on nonprofit status.
• Sale to the general public using either the sealed bid or auction (including consignment auction) method of sale. Disposal by either of these methods shall be preceded by notice adequate to inform the general public of the sale. Take into consideration the estimated value of the items for sale.
• Disposal is permitted in accordance with applicable state and federal waste management laws and regulations if property is not suitable for transfer, trade, or sale. 
• Restricted public sales to non-profit organizations or clients served by KCTCS.