RESPONSIBLE CITY AGENCY: Information Management Services
KEYWORDS: disposition computer equipment terminated employees
1. General
1.1 The City recognizes that employees leaving the City (hereafter “Separated Employees”) may want to keep non-inventoried personal computing devices assigned to them after they leave City employment. These are typically configured specifically for the separated employee and the devices typically require additional steps to ready the device for redeployment. This may require only a few seconds work or may require a greater effort. Additionally, in those cases where another person may be hired to fill the vacated position, the device assigned to the new employee may not meet the needs of the new employee. This procedure details the specifics required to allow employees separating from City employment to purchase non-inventoried personal computing devices assigned to them.
2. Devices Covered
2.1 Non-Inventoried Personal Computing devices are personal computing equipment assigned to an employee and not shared with any other employee. These devices have an original cost that is below the threshold to be inventoried and tracked on the City’s fixed assets system. These devices include and are expressly limited to phones, smart phones, personal digital assistants, tablet computers, and qualifying notebook computers.
2.2 Cellular Phones, Smart Phones, or Personal Digital Assistants (PDA). With Department Director approval, Separated Employees may purchase City-owned cell phones, smart phones, or personal digital assistants assigned to them. Proof of transfer of responsibility for any cellular charges associated with the phone must be provided prior to release of the device.
2.3 Tablet Computers. With Department Director approval, Separated Employees may purchase City-owned tablet computers assigned to them. These include but are not limited to iPads, Android based, and Windows-based tablet computers. When applicable, proof of transfer of responsibility for cellular charges associated with the phone must be provided prior to release of the device.
2.4 Notebook Computers. With the Department Director approval, Separated Employees may purchase City-owned notebook computers assigned to them as long as the device meets the criteria for a non-inventoried personal computing device.
2.5 Desktop computers or workstations, printers, and scanners are not generally customized for specific user requirements and are easily redeployed. These devices are NOT eligible for sale under this procedure.
3. Useful Life of Devices
3.1 The useful life of non-inventoried, personal computing devices shall be not less than the useful life determined by City policy and procedure.
3.2 Cellular Phones. For the purposes of this procedure, the useful life of a cell phone, smart phone, or personal digital assistant shall be 12 months.
3.3 Tablet Computers. For the purposes of this procedure the useful life of a tablet computer as defined shall be 24 months.
3.4 Notebook Computers. For the purposes of this procedure, the useful life of a notebook computer shall be 36 months.
4. Methodology for Determining Sale Price.
4.1 The department shall determine the fair market value of the device using a straight line depreciation methodology.
4.2 The calculation of the sale price shall be based on the purchase price of the computer divided by the number of months of useful life of the device as defined in Section 3 to determine a monthly depreciation amount.
4.3 The monthly depreciation amount shall be subtracted from the original purchase price of the device for each month or portion thereof the device has been in service.
4.4 A minimum price for the device shall be established at 10% of the original purchase price.
4.5 Example: A cell phone may have an original purchase price of $240. It has a useful life of 12 months. The monthly depreciation amount is the original cost divided by the number of months of useful life. The result of $240 divided by 12 months is $20. The device has been in service for 10 months. The depreciation amount is then 10 months at $20 per month or $200. The sale price of the phone would be set at $40. ($240 original cost minus the depreciation of $200).
5. Transfer of Financial Responsibility
5.1 Cell phones, smart phones, personal digital assistants, and certain tablet devices such as iPads and Android tablets have a monthly cellular network charge associated with the device. Financial responsibility for these charges must be transferred from the City to an account owned by the Separated Employee.
5.2 Working with the person assigned to manage cell phones charges in the separated employee’s department, the Separated Employee shall transfer responsibility for the device to their personal account with the specific cellular carrier required by the device.
6. City Owned Software
6.1 All software purchased or licensed by the City shall be removed from the device prior to the release of the device. In the event the sale is being handled by the pertinent City department, Information Management Services shall provide the necessary technical support to remove the applications as needed.
6.2 Licenses for City-owned software may not be transferred to the Separated Employee with the exception of the following:
•Operating System such as Windows, MacOS, IOS, or Android
•Software provided by the manufacturer and installed at the time of sale of the device
•Freeware and Shareware
•Other software installed at the separated employees expense
7. Proprietary or Sensitive Data
7.1 All data related to the conduct of City business is the property of Salt Lake City. As such it must be protected. It is the responsibility of the Separated Employee to ensure that all proprietary or sensitive data is properly handled prior to their separation date.
7.2 All documents, spreadsheets, presentations, charts, recordings, images, and any other digital data used in the conduct of City business must be backed up to the City’s network.
7.3 All documents, spreadsheets, presentations, charts, recordings, images, and any other digital data used in the conduct of City business containing proprietary or sensitive information must be backed up to the City’s network and removed from the device prior to releasing the device.
7.4 Proprietary information includes but is not limited to documents, spreadsheets, presentations, charts, recordings, images, and any other digital data used in the conduct of City business that is not considered to be a public record.
7.5 Sensitive information includes but is not limited to documents, spreadsheets, presentations, charts, recordings, images, and any other digital data used in the conduct of City business that contains personally identifiable information about employees, their families, or members of the community. Also included in this category is any information that qualifies for protection under Federal HIPAA regulations such as employee medical information or patient care information.
CLICK HERE to view the policy.