N.M. Admin. Code § 2.20.1.18

Current through Register Vol. 36, No. 1, January 14, 2025

Section 2.20.1.18 - DISPOSITION OF FIXED ASSETS

A. Sections 13-6-1 through 13-6-2 NMSA 1978, and the procurement code govern the disposition of fixed assets.

B. For property whose fair market value is under five thousand dollars ($5,000) and obsolete, or unusable, disposition may be made by:

(1) negotiated sale to any governmental unit of an Indian nation, tribe or pueblo in New Mexico, or by negotiated sale or donation to other state agencies, local public bodies, school districts, state educational institutions or municipalities,

(2) sale at public auction,

(3) destruction,

(4) disposal of hazardous materials in compliance with environmental regulations, and

(5) sale through solicitation of written bids through the state purchasing division.

C. For property whose fair market value is over five thousand dollars ($5,000), disposition may be made only through written approval by the state budget division.

D. As a prerequisite to the disposition of any items of personal property, state agencies shall designate a committee of at least three officials of the governing authority to approve and oversee the disposition. They must give notification at least 30 days prior to its action of making the deletion by sending a copy of its official finding and the proposed disposition of the property to the office of the state auditor (OSA).

E. All dispositions must be recorded in the fixed asset inventory records. Appropriate entries must also be made in the financial accounts to reflect the disposition of the property. Gains or losses on disposal must be recorded in funds where such accounting is required.

F. Dispositions of property whose method is found to be theft or embezzlement should be recorded in the inventory and financial accounts. Associated documentation such as police and insurance reports should be kept as part of the audit trail of the disposition.

N.M. Admin. Code § 2.20.1.18

09-30-99; Recompiled 10/01/01, Adopted by New Mexico Register, Volume XXX, Issue 24, December 31, 2019, eff. 12/31/2019