The University of Chicago

Financial Services


Disposal of University Equipment

Departments must notify CAA when equipment is disposed of by emailing the Equipment Disposal Form to The disposal form should include the asset information as well as disposal method and proper authorizations.

Click here for the University Equipment Disposal Form.

Disposal Methods

The University asset tag should be pulled from the equipment prior to disposal.

Disposal Authorizations

Disposal forms are initiated by the Equipment Coordinator or Executive Administrator and represent departmental approval of the disposal. The form should then be routed to the Associate Dean or other divisional representative for Divisional approval. If the disposal relates to a sale of an item purchased with federal funds (Ledger 5), the form must next be routed to Sponsored Award Accounting (SAA) for approval. If the disposal relates to a sale or trade-in, the form should then be sent to Procurement Services for further processing. The final recipient of the form is CAA, who will process the disposal in the University's equipment records.

Additional Requirements for Disposal of Equipment Purchased with Federal Funds

Disposal of assets purchased on Federal funds with a value of $5,000 or more requires the return of proceeds to the Federal government. There may be additional requirements that vary by awarding agency. Please refer to grant and contract agreements for any additional requirements.