University Surplus Property

Section 9:5 Revised  02/16/2006

(reference University Policy Statement #44)

The Purchasing Department is responsible for disposition or transfer of all surplus and excess property. Departments which have surplus or excess property should list the items on a completed Equipment Disposition/Transfer Form. 

Credit from the sale of surplus property cannot be given to departments, with exception of items which were purchased from auxiliary accounts.

Transfer of Surplus Property 

Property which is surplus to one department may be of value to another.  Accordingly, such items may be transferred directly between departments.  When an agreement is reached on the transfer, both departments must sign an Equipment Dispositionl/Transfer Form and forward it to the Purchasing Department. This form serves as official notification of the transfer.

Some used equipment has value when used as a trade in toward the purchase of new equipment of the same type. Examples are office machines and scientific equipment. When used equipment is to be traded in on new equipment, this notation should be entered as a Purchase Requisition for the new equipment. The used equipment should be identified by model number, serial number, description, and University inventory number. In soliciting bids, the used equipment will be offered as a trade-in allowance.  

If the University deems this trade-in is desirable, approval of the State Surplus Property Division must be obtained.

University departments are offered the use of transfer/surplus equipment which has been turned into the Surplus Property Warehouse. Normally, there is no charge for this equipment.  Departments interested in acquiring surplus items should contact the Surplus Property unit of the Purchasing Department. Items not transferred to University departments will be forwarded to the State Surplus Property Agency for public sale.

Departments interested in surplus property items should visit the warehouse and inspect the material to ensure suitability. Since the material is available on a "first come, first serve" basis, the Surplus Property Manager should be advised of interest and asked to hold the desired items until arrangements are made for transportation.