May, 2023Responsible Office
Departments may donate, sell, or recycle computing equipment that no longer meets either the current needs of the department or the minimum qualifications to remain on the campus network. Donations may be made through the Center for Community Partnerships (CCP) or other affiliated donor programs [refer to #7 below]. You may sell used and no longer needed equipment to members of the Penn community [refer to #5 below].
The decision to donate, sell, or recycle computing equipment should occur in consultation with the designated Information Technology (IT) support unit.
Before transferring computers containing any software, first make sure that Penn is properly licensed to transfer it, that it was not obtained illegally or in violation of license terms, and that the software was never copied illegally or in violation of license terms. Also, make sure that the transfer conforms to the terms of the software license. Internal software license inventory records should be updated to reflect any transfer or deletion of software.
Determine the funds used to purchase the computing equipment and ensure the disposal method corresponds with the source fund’s instructions. Some source funds, i.e. grants, may prohibit the resale or donation of computing equipment.
Sales proceeds for University of Pennsylvania property belong to the University. Checks should be payable to the “Trustees of the University of Pennsylvania.”
State sales tax must be collected and remitted on the sale of property. The sales tax is based upon the location where the property is shipped.
The University of Pennsylvania will not provide technical support for the ongoing use of the computer once the transaction has been completed.
Electronically wipe computers or destroy physical media. Remove non-public data on a University computer or other electronic devices before the sale or transference out of the department’s direct control occurs.
If donating or recycling
Departments may not discard computing equipment.
Maintain records documenting all related transactions.
The use of automated tools and break-in scripts makes it easy for an unauthorized person to quickly access computing equipment and stored data if not properly processed for disposal. Systems that are not properly disposed of are likely to be discovered and broken into. Break-ins can also result in the destruction, alteration, or disclosure of sensitive data. Improper disposal of computing equipment may be in violation of EPA regulations.