Overview
Return to Vendor is when a department sends tagged and inventoried equipment to the vendor and remove it from your department's records.
Procedure
Department:
- Identifies item(s) to return to the vendor:
- If you are returning the equipment for a "no-cost replacement" (direct replacement - no money involved):
- Notify The Equipment Inventory Office (EIO) of the new tag number/serial number via an EIO note on OASIS or through email.
- Return the equipment in the method you agreed upon with the vendor. You may want to consider insuring the parcel.
- No Property Activity Request - Form 1024 is needed.
- If you are returning equipment for anything other than a "no-cost replacement" or "an outright sale to the vendor":
- Follow the vendor's return goods policy.
- Ensure item is received by the vendor. We recommend each department develop an internal tracking process for this.
Note: Procurement negotiates any credit or return with the vendor and the vendor issues the credit.
- Verify that the credit arrived (on MyFD):
- By budget number on MyFD
Note: If the credit does not arrive within 60 days, contact Procurement Services.
- By budget number on MyFD
- Complete and submit a Property Activity Request - Form 1024 as detailed below.
- If you are selling an item back to the vendor (this is VERY rare):
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Work with UW Surplus Property to determine a fair sales price. Please be aware that this step involves research by Surplus Property and may take some time.
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Complete and submit a Property Activity Request - Form 1024 as detailed below.
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- If you are returning the equipment for a "no-cost replacement" (direct replacement - no money involved):
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Property Activity Request - Form 1024 to EIO.
Completes and submits a-
Depending on type of return, completes the appropriate section:
- If returning an item to vendor, completes Section C by entering "Return to Vendor" or checking the "Return to Vendor" box.
- If selling an item back to the vendor, completes Section B (External Sale) and adds a comment to the "describe type of sale" section. Sample comment is "This is a sale back to the vendor. Sales price was determined by UW Surplus on XX/XX/XXXX."
- Obtains a signature from authorized department approver (manager or higher).
- Distributes copies of completed Property Activity Request - Form 1024.
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- Ships the equipment to the vendor following the directions from Procurement Services.
- Maintains copy of Property Activity Request - Form 1024 for 6 years.
The Equipment Inventory Office:
- Verifies that the Property Activity Request - Form 1024 is complete. If any information is missing, returns the form to the department for completion. Common information missing includes:
- Illegible tag number(s)
- Unauthorized signature(s)
- Identical "Contact Person" and "Approved by" - these cannot be the same
- No reason for disposal indicated
- Process the completed form and removes the equipment from the department's inventory.
Note: EIO will not remove the asset until credit is visible on MyFD.
- Maintains copy of Property Activity Request - Form 1024 for 6 years.
Forms
Property Activity Request - Form 1024 (Excel)
Property Activity Request - Form 1024 (PDF)