Trade-in

How to Process an Equipment Trade-In

There are times when your department may need to trade in or replace older equipment to get a new upgraded model. Prior to trading in the university equipment, make sure you follow these procedures:  

• You must have your department manager approval prior to trading in university equipment
• You must have Research Service Center approval before you begin the trade-in process for grant-funded equipment
• Negotiate the credit terms or trade-in allowances and the return/shipping authorization with the vendor
• Create a UTSA purchase order and include the description of the item being traded, the barcode number and the trade-in credit/discount negotiated

Complete the Equipment Trade-in Request Form

• Download and complete the Equipment Trade-In Form, select Trade-In and fill out the rest of the form
• Remove the inventory tag number and affixed it on the form
• Obtain appropriate signatures
• Email the form and supporting documents (e.g., shipping documents, credit term agreements, return to vendor authorizations, a copy of the new purchase order, emails, etc.) to the Inventory Department and give a copy to your department’s Inventory Contact Person (ICP)
• We will process the form after the replacement is received

Upon Receipt of the New Asset

When you receive the new asset, follow these procedures:

• Notify the Inventory Department so we can schedule a time to affix a new barcode
• We will remove the old asset from your inventory records and forward the completed form to the ICP for departmental records