Topics Map > Accounting > Equipment Management

UAFR - Process a FABweb Scrap/Surplus Disposal

This article provides an overview of the FABweb unit roles as well as step-by-step instructions to initiate and approve a scrap/surplus disposal request in FABweb.

Please review the related policy and procedure: Business and Financial Policies and Procedures Manual – 12.4.3 Dispose of Unneeded Equipment.

Scrap/Surplus Category of Disposals

There are three designation categories of disposals in FABweb: scrap/surplus, other, and presumed. The scrap/surplus category is used for both inventory and non-inventory equipment items.

  • Scrap: Unneeded equipment is considered scrap if it does not work and is not usable. Scrap equipment must be disposed of according to State of Illinois regulations. Scrap equipment cannot be used for its component parts, it may not be used for private benefit, and it may not be thrown into the garbage.
  • Surplus: Unneeded equipment is considered surplus if it is still functional and usable. Surplus equipment should be moved to a University redistribution surplus warehouse with the approval of University Property Accounting and Reporting (UPAR), unless it is used as a backup in the department’s storage facilities. If surplus equipment remains in a department's storage facilities, the Originating Unit Rep must use the FABweb Update functionality to update the Condition Code attribute to “N” to indicate that the equipment is “Not in Use.”

FABweb Unit Roles in the Scrap/Surplus Disposal Process

There are two roles involved in a scrap/surplus disposal of equipment. Depending upon the size of your unit, you may work in more than one of these roles.

  • Originating Unit Rep: This person initiates the disposal in FABweb.
  • Originating Unit Approver: This person approves the disposal in FABweb.

Initiate a Scrap/Surplus Disposal in FABweb (Unit Rep)

The Originating Unit Rep should follow the steps outlined in this section in order to initiate a scrap/surplus disposal in FABweb.

Prepare to Initiate a Scrap/Surplus Disposal in FABweb

The Originating Unit Rep must gather key information about the equipment items being disposed of before working in FABweb. The Originating Unit Rep can use either of these tools to gather the information:

  1. UAFR - Asset Search: The Inventory Details page of the FABweb Asset Search functionality provides all of the necessary information in one convenient location.
  2. UAFR - Banner Fixed Asset Master Query Page (FFIMAST): The Acquisition Information and Procurement Information sections of FFIMAST provide all of the necessary information.

The Originating Unit Rep will gather this key information:

  • Identify the PTag or OTag of Inventory Equipment: The Originating Unit Rep must have the PTag or OTag number of all inventory equipment items being disposed.
  • Identify the Serial Number and Description of Non-Inventory Equipment: The Originating Unit Rep must have both the serial number and description of all non-inventory equipment items being disposed.
  • Check the Chart and Organization of the Custodial Unit: The Originating Unit Rep must verify that their unit is in custody of the inventory equipment items being disposed. The Originating Unit Rep can only initiate disposal requests for equipment items belonging to their unit. If another unit is in custody of the equipment items, then the Originating Unit Rep must request that unit dispose of the items.
  • Check the Title To Status of Inventory Equipment: The Originating Unit Rep must verify the Title To status of the inventory equipment items being disposed. If the items are titled to Federal or Other, then the Originating Unit Rep must obtain approval for disposal from the appropriate Sponsored Research office: Sponsored Programs Administration (UIUC), Sponsored Programs (UIC), or Office of Research and Sponsored Programs – Post-Award (UIS).
    NOTE: All inventory equipment items included in a single FABweb disposal request transaction MUST have the same Title To status.
  • Check the Family Status of Inventory Equipment: FABweb will not allow a family of items to be split apart in a disposal. If a unit wants to dispose of a parent or a child item separately, then the Originating Unit Rep must contact University Property Accounting and Reporting (UPAR) to request assistance by emailing obfsuafrproperty@uillinois.edu. If a unit wants to dispose of an entire family of items together, then the Originating Unit Rep should follow the steps outlined below.

Initiate the Disposal

  1. Log into FABweb.
  2. Select the Surplus/Disposal tab.

Select a Designation Category for the Scrap/Surplus Disposal Request

  1. Under the Process individual record(s) section, select the “Scrap/Surplus” category from the Designation Category drop-down menu.
  2. Select the Submit button.

Add Inventory Equipment Items to the Scrap/Surplus Disposal Request

  1. Under the To add a Banner item section, add the first inventory equipment item by entering either the nine-digit PTag number in the PTag field or the nine-digit OTag number in the OTag field.
  2. Select the Add a Banner Asset button.
    NOTE: The item record will appear at the bottom of the screen under the Asset section.
  3. Repeat steps 5 and 6 for each additional inventory equipment item with the same Title To status.

Add Non-Inventory Equipment Items to the Scrap/Surplus Disposal Request

  1. Under the Add a Non-Banner Asset to this transaction section, add the first non-inventory equipment item by entering both the serial number in the Serial Number field and the description in the Description field.
    NOTE: If the non-inventory equipment item being added is the very first item to be added to the scrap/surplus disposal request, then you must select the appropriate Chart and Organization Code from the Chart and Orgs drop-down menu.
  2. Select the Add a Non-Banner Asset button.
    NOTE: The item record will appear at the bottom of the screen under the Asset section.
  3. Repeat steps 8, 9, and 10 for each additional non-inventory equipment item.

Review All Equipment Items Included in the Scrap/Surplus Disposal Request

  1. Scroll to the bottom of the screen to the Asset section to view all items included in the disposal request.
    NOTE: Select the More Info link for any item to review additional information in a pop-up window.
  2. It is possible to remove equipment items from the disposal request in this section, if needed.
    NOTE: When only one item is included in the disposal, you can remove this item by selecting the Cancel Entire Transaction button. When more than one item is included in the disposal, a trashcan icon will display next to each item, and you can select this icon to remove an item if needed.

Designate the Pick up Location for Each Non-Inventory Equipment Item

  1. Provide the following information for each non-inventory item:
    1. Pick up Location: Enter ONLY the building name and room number
      NOTE: This field has a 50-character maximum. Do not enter comments in this field; comments may be added in the Comments/Notes field.

Designate the Scrap/Surplus Disposal Status for All Equipment Items

  1. Select the appropriate disposal status for each equipment item in the Designate a Scrap/Surplus Status drop-down menu.
    1. Surplus Electronic: Electronic equipment, such as a laptop computer, desktop computer, or tablet, that is still functional.
    2. Surplus Non-Electronic: Non-electronic equipment, such as a microscope or monitor, that is still functional.
    3. Scrap Electronic: Any electronic equipment, such as a laptop computer, desktop computer, or tablet, that is unusable.
    4. Scrap Non-Electronic: Any non-electronic equipment, such as a microscope or monitor, that is unusable.
  2. Select the Next button.

Enter Detailed Disposal Information for Each Equipment Item

  1. Select the appropriate university in the Warehouse Chart To drop-down menu.
  2. Provide the following information for each non-electronic inventory item:
    1. Pick up Location: Enter ONLY the building name and room number
      NOTE: This field has a 50-character maximum. Do not enter comments in this field; comments may be added in the Comments/Notes field.
    2. Condition: Select “Usable” or “Not Usable”
  3. Provide the following information for each electronic inventory item: 
    1. Pick up Location: Enter ONLY the building name and room number
      NOTE: This field has a 50-character maximum. Do not enter comments in this field; comments may be added in the Comments/Notes field.
    2. Condition: Select “Usable” or “Not Usable”
    3. CPU Speed: Select “Non-Microsoft” or “Pentium III or slower” or “Pentium IV or faster”
    4. Data Elimination: Select “Degaussed per Federal Requirement” or “Hard drive kept by unit” or “Inoperable Device” or “Data Overwritten”
    5. Scrub Tag: Select “Yes” or “No”
  4. Provide the following information for each non-inventory item:
    1. Condition: Select "Usable" or "Not Usable"
  5. Scroll to the top of the screen and select the Forward tab.

Review Contact Information and Add Comments

  1. Verify that the Contact Person, Phone, and E-mail fields are accurate.
  2. Enter a comment in the Comments/Notes field with a brief description of the disposal request.
    NOTE: This field has a 100-character maximum.

Save to Excel

  1. Select the Save to Excel button to generate a spreadsheet containing all the disposal request information for your reference.

Forward the Scrap/Surplus Disposal Request to the Originating Unit Approver

  1. Select the Submit button to forward the disposal request to the Originating Unit Approver.
    NOTE: FABweb will automatically send a notification email to the Originating Unit Approver.

Check Status of the Scrap/Surplus Disposal Request

The Originating Unit Rep should use the FABweb Check Status functionality to confirm that the disposal request that was just created displays and shows the Unit/Role # as "Originating Dept/Approver" and the Status as "Unclaimed" which indicates that the disposal request is in progress, but has not been claimed by the Originating Unit Approver. For more information, please refer to the job aid: UAFR - FABweb Check Status.

View Transfers/Surplus/Disposals I am working on

The Originating Unit Rep can view all transactions which they are working on by looking in the Transfers/Surplus/Disposals I am working on queue which is located at the bottom of the FABweb Home tab. Any transaction in this queue can be opened by selecting the Transaction # link. If the Originating Unit Rep logs out of FABweb before submitting or canceling a transaction, then that transaction will be locked to the Originating Unit Rep and no one else will be able to work on it until the Originating Unit Rep submits or cancels it.

Declined Disposal Requests

If the disposal request is declined at any point after the Originating Unit Rep submits it, FABweb will automatically send a notification email to the Originating Unit Rep, and the disposal request record will be added under the Transfers/Surplus/Disposals I am working on queue. The Originating Unit Rep can then make changes to the disposal request and re-submit or cancel the disposal request if needed.

Approve a Scrap/Surplus Disposal in FABweb (Approver)

The Originating Unit Approver should follow the steps outlined in this section in order to approve or decline a disposal request in FABweb.

Log into FABweb

  1. Log into FABweb.
    NOTE: You may also use the link in the FABweb notification email.
  2. Select the Home tab.

Claim the Disposal Request

  1. Scroll to the bottom of the screen to the Unclaimed Transfers/Surplus/Disposals queue and select the appropriate Transaction # link to claim it.
    NOTE: Claiming the transaction will lock it to you so that no one else will be able to work on it.
  2. Select the appropriate Transaction # link in the Transfers/Surplus/Disposals I am working on queue.

Review the List of Equipment Items Included in the Disposal Request

  1. Verify the read-only information on the Summary tab.
    NOTE: Select the More Info link for any item to review detailed information in a pop-up window.
  2. Scroll to the top of the screen and select the Forward tab.

Review Contact Information and Add Comments

  1. Verify that the Contact Person, Phone, and E-mail fields are accurate.
  2. Enter a comment in the Comments/Notes field with a brief description of the disposal request.
    NOTE: This field has a 100-character maximum.

Save to Excel

  1. Select the Save to Excel button to generate a spreadsheet containing all the disposal request information for your reference.

Approve or Decline the Disposal Request

  1. Approve or decline the disposal request:
    1. Select the Approve button to approve the disposal request and forward it accordingly.
      NOTE:FABweb will automatically send a notification email to UPAR.
    2. Select the Decline Disposal button to decline the disposal request and return it back to the Originating Unit Rep.
      NOTE: FABweb will automatically send a notification email to the Originating Unit Rep.


KeywordsUPAR, equipment, property   Doc ID128868
OwnerLearning Systems SupportGroupUI Training and Development Resources
Created2023-06-07 13:09:06Updated2023-08-07 14:32:53
SitesUniversity of Illinois Training and Development Resources
Feedback  0   0