Illinois Administrative Code

Section 5010.1200 Disposal of Electronic Data Processing Equipment All surplus State-owned Electronic Data Processing Equipment (EDP) shall be disposed of under this subpart H. EDP equipment is defined as a machine or group of interconnected machines consisting of input, storage,…

Section 5010.1210 Agencies authorized to Dispose of Surplus EDP Equipment by Sale a) The following agencies may dispose of surplus EDP equipment by sale: 1) The Department of Central Management Services. 2) Any other Illinois agency exempt from the provisions of the Illinois Proc…

Section 5010.1220 Transfer of Surplus EDP Equipment a) Before a piece of surplus EDP equipment is sold, it must first be offered for transfer to any State agency. b) State agencies wishing to dispose of EDP equipment shall notify Property Control Division so that the equipment ca…

Section 5010.1230 Sale of EDP Equipment a) Agencies authorized to dispose of EDP equipment may enter into contracts for the sale of the equipment. b) The Department of Central Management Services shall negotiate sales contracts for agencies not authorized to dispose of EDP equipm…

Section 5010.1240 Terms of Contract a) EDP equipment shall not be sold or traded in for less than its depreciated value. Depreciated value is based on the current fair market value associated with each item of an EDP equipment nature. b) No sale and lease-back arrangements may be…

Section 5010.1250 Payment Payment for surplus EDP equipment shall be made by check or money order payable to Department of Central Management Services, Property Control Division.

Section 5010.1260 Proceeds from Sale of Surplus EDP Equipment (Repealed) (Source: Repealed at 43 Ill. Reg. 5637, effective May 3, 2019) SUBPART I: ANTIQUE, HISTORICAL AND SPECIAL INTEREST PROPERTY

Section 5010.1300 Property Value a) Personal property that is at least 40 years old, has historic value, or is of special interest, culturally, scientifically or otherwise, is exempt from the normal methods of disposal described in the State Property Control Act and this Part. b)…

Section 5010.1400 Request for Exemption a) The Director of CMS is authorized to make exemptions to the requirements of this Part on a case-by-case basis. b) Application for an exemption shall be made in writing to the Director by the requesting agency. c) The application shall sp…

Section 5010.1410 Transfer of Property Purchased with Non-appropriated Funds for Research at State Universities (Repealed) (Source: Repealed at 22 Ill. Reg. 6931, effective April 6, 1998) SUBPART K: DISPOSITION OF LABORATORY EQUIPMENT

Section 5010.1500 Listing of Laboratory Equipment (Repealed) (Source: Repealed at 43 Ill. Reg. 5637, effective May 3, 2019)

Section 5010.1510 Proceeds from Sales of Laboratory Equipment All proceeds from the sale of laboratory equipment shall be deposited in the State Surplus Property Revolving Fund. (Source: Added at 12 Ill. Reg. 10671, effective June 14, 1988) SUBPART L: DISPOSITION OF HAZARDOUS MAT…

Section 5010.1600 Disposal of Hazardous Material a) Disposal of hazardous materials in the possession of State agencies must be done in accordance with policies and procedures set by the Illinois Pollution Control Board (35 Ill. Adm. Code: Subchapter g). b) Agencies that require …

Section 5010.200 Definition of Equipment a) For the purpose of this Part, equipment means all tangible personal property of a non-consumable nature. b) All livestock acquired for purposes other than slaughter are equipment. (Source: Amended at 43 Ill. Reg. 5637, effective May 3, …

Section 5010.210 Marking of State-Owned Equipment a) The agencies are responsible for marking each piece of State-owned equipment in their possession to indicate that it is the property of the State of Illinois. b) The marking may be applied by using the agency's inventory decal …

Section 5010.220 Inventory of Equipment All equipment with an acquisition value greater than the nominal value and equipment that is subject to theft with a value less than that nominal value must be reported to CMS by the holding agency. Equipment with an acquisition value of le…

Section 5010.230 Required Entries on Inventory Records The following items must be entered on all agency records and provided by the agencies for Department records: a) Identification Number; b) Location Code Number; c) Description; d) Date of Purchase; e) Purchase Price; f) Obje…

Section 5010.240 Definition of Required Entries a) Identification Number The identification number required for inventory records is the six-digit number previously submitted to CMS, or another numbering format compatible with the format used by CMS, marked on all items of State …

Section 5010.250 Demolition a) Demolition is the destruction of fixed improvements to real property. b) Prior to demolishing an improvement, agencies shall obtain written permission from the Department. c) Permission will be granted when the demolition is necessary to an agency's…

Section 5010.260 Cannibalization a) Cannibalization is the utilization of the parts of one piece of equipment to repair another piece of equipment. b) An agency wishing to cannibalize a piece of equipment shall obtain written permission to do so from the Department. c) Permission…

Section 5010.300 Property Change Report (Repealed) (Source: Repealed at 12 Ill. Reg. 10671, effective June 14, 1988)

Section 5010.310 Transaction Codes a) The following code numbers shall be used to record a transaction that adds equipment to an agency's inventory. Code Description of Transaction 01 Acquired New 03 Received on Transfer 09 Adjust Inventory 10 Omitted from Inventory 11 Purchased …

Section 5010.311 Loss of Value For purposes of determining depreciation as it pertains to the nominal value of an item, value shall be determined by the agency using prevailing industry standards and based on the condition of the property. All determinations must be approved by t…

Section 5010.320 Vehicle Reporting Vehicle additions, changes and deletions must be made to agency property systems within 30 days after the physical transaction. Vehicle inventories must include the following information: a) Identification Number. Agencies under the jurisdiction…

Section 5010.400 Equipment Inventory Reporting Except as otherwise provided in Section 5010.320, agencies shall adjust property records within 90 days after acquisition, change or deletion of equipment items. (Source: Amended at 43 Ill. Reg. 5637, effective May 3, 2019)

Section 5010.410 Types of Inventory The Department requires all agencies to perform two types of inventories of equipment. a) The annual inventory shall be used to report all items of equipment in the possession of an agency. It will serve as the basis for the annual certificatio…

Section 5010.420 Report of Equipment Acquired through Central Management Services (Repealed) (Source: Repealed at 12 Ill. Reg. 10671, effective June 14, 1988)

Section 5010.430 Report of Equipment not Acquired through Central Management Services (Repealed) (Source: Repealed at 12 Ill. Reg. 10671, effective June 14, 1988)

Section 5010.435 Report of Equipment Purchased on the Installment Plan a) All equipment purchased on the installment basis shall be reported on the Comptroller's Agency Report of State Property and shall be handled as described in the SAMS Manual, Section 29.10.30. b) All equipme…

Section 5010.440 Fund Codes Used on Agency Report of Acquired New Properties and Additions Form The following code shall be used on "Agency Report of Acquired New Properties and Additions" form to indicate the type of funds used to acquire the equipment being reported: Code # Typ…

Section 5010.450 Monthly Inventory (Repealed) (Source: Repealed at 12 Ill. Reg. 10671, effective June 14, 1988)

Section 5010.460 Annual Inventory a) All agencies are required to make an annual physical inventory of State equipment in their possession. b) Agencies shall maintain control over all property under the jurisdiction of the agency, regardless of acquisition cost, including propert…

Section 5010.470 Reporting "On Location" Equipment for Annual Inventory Report a) Agencies may report "on location" for equipment that is on loan or in the possession of someone off the agency's premises with the agency's permission during the inventory. Agencies wishing to make …

Section 5010.480 Reporting U.S. Property on Annual Inventory a) All equipment marked "Property of U.S. Government" or "U.S. Property" and having a value of more than $3,000 must be checked by the possessing agency for compliance with the regulations of the State Plan for the use …

Section 5010.485 Inventories of Facilities Scheduled for Closure a) A complete inventory of all equipment of a facility scheduled for closure shall be taken by the operating agency six months prior to the scheduled date of closure. b) An inventory of the facility shall be taken a…

Section 5010.490 Discrepancies a) Agencies must report all discrepancies between the previous certificate of inventory certification and the current inventory to the Department. b) Agencies shall be allowed a reasonable amount of time for searches for overlooked items in order to…

Section 5010.500 Evidence of Theft Found During Annual Inventory If an agency uncovers evidence of theft of State property during an inventory or at any other time, that evidence shall be immediately reported to the Department and, for agencies under the jurisdiction of the Gover…

Section 5010.510 Property Control Information Processed on Electronic Media a) Agencies can, at their option, request permission to submit annual inventory listings to the Department on electronic media. Permission shall be granted unless the submission of information does not co…

Section 5010.520 Access to Automated Property Control Systems Agencies maintaining property control information on automated systems shall make the system available to the Department only for on-line inquiry and review of agency inventory information. (Source: Amended at 43 Ill. …

Section 5010.600 Definition of Transferable Equipment Transferable equipment is State-owned equipment that is no longer needed and/or useful to the agency currently in possession of it. Property will normally be designated as transferable by the agency holding possession. Dispute…

Section 5010.610 Disposal of Transferable Equipment a) The disposal of State-owned transferable equipment is the responsibility of the Department. State agencies may not dispose of transferable equipment without the knowledge and approval of the Department. Approval shall be cond…

Section 5010.620 Report of Transferable Equipment a) All agencies shall regularly survey their inventories for transferable equipment and report any such equipment to the Department. b) Transferable equipment shall be reported to the Department by one of the following methods: 1)…

Section 5010.630 Moving and Storage of Transferable Equipment a) Reporting agencies are responsible for moving transferable equipment to locations designated by the Department. b) Normally, transferable equipment shall be moved to the State Surplus Warehouse in Springfield or to …

Section 5010.640 Agency Requests for Transferable Equipment a) Transferable equipment shall be made available by the Department to all State agencies on a "first come, first served" basis. b) Agencies submitting requests for this equipment may submit "want lists" to the Departmen…

Section 5010.650 Holding Time for Transferable Equipment Transferable equipment will be held at the State Surplus Warehouse for at least 30 days before being offered for sale. The Department will waive the 30 day waiting period if a quicker sale will maximize return to the State.…

Section 5010.660 Sale of Transferable Equipment a) In the event that an item of transferable equipment is not wanted by any State agency, it shall be disposed of by sale. b) All transferable equipment that is to be sold shall be offered: 1) first, to Priority Agencies; and 2) the…

Section 5010.670 Sale of Transferable Equipment to Illinois Priority Agencies a) All transferable equipment that is offered for sale shall be offered: 1) first, to Illinois Priority Agencies; and 2) then, to other buyers. b) Equipment shall be sold to Illinois Priority Agencies a…