Disposal of Surplus Property

 
Central Stores is responsible for administering the University's surplus programs.  The proper disposal of all University property is required by both University  policy and state law.  The authority to dispose of surplus, unused, unwanted, and/or unserviceable equipment and supplies is granted to Central Stores or their designee.

Central Stores will determine whether items sent to surplus will be discarded, recycled, or redistributed elsewhere within the University.  Under no circumstances may University property be discarded, gifted, or sold without the approval of Central Stores management and the filing of a Surplus Material Release Form (FA 408).     


                                                    Declared Surplus
The department head or their designee shall have the authority to declare items either purchased by or in their departments possession as surplus.  Arrangements to have the surplus merchandise inspected and removed shall be made by contacting Central Stores (x3248).  All surplus becomes the responsibility and property of Central Stores.


                                                   Obtaining Surplus  (For Department)
Surplus merchandise determined to be available for reassignment elsewhere on campus will be held at the Central Stores storage area, located in the E.J. Salata Complex.  University employees are welcome to inspect and "tag" surplus for departmental use during Central Stores office hours (7:30am-4:00pm).

 

                                                    Scrap Metal
The Materials Management Department is responsible for the storage of scrap metal prior to its disposition.  Periodically, the Central Stores Department will sell the accumulated scrap metal to the highest and best bidder.  No one, other than the Materials Management Department, is authorized to dispose of scrap metal in any manner.  Proceeds from the sale of scrap metal shall be deposited to Miscellaneous Income (00690).  The copy of the Bursar’s receipt shall be sent to the Materials Management Department, and be filed with the copy of the Surplus Material Release Form (FA 408).
                      

                                            Inventoried Property  
 The department head, or individual who is responsible for administration of a unit of the University and has signature authority for budgeted funds, shall have the authority to declare items purchased by his/her department as surplus and of nominal value, or request salvage of University merchandise.  The Director of Materials Management or his designee shall inspect such property and verify its existence and condition prior to disposal decision\destination. The Materials Management Department shall assume responsibility and control over such surplus property and shall direct its sale or other disposition in such a manner as to maximize the return to the University, considering not only sale proceeds but also the expense of continuing to store and control such property.
 

                                          Disposal may include:
 Salvage- relocation on campus with a  45 day website  advertisement period.

 Sale by sealed bid, auction, or predetermined price even when at a fraction of the original cost.

Gift to other educational/non-profit agencies.

Gift to a recognized or eleemosynary institution.

In exceptional cases, placing item in a refuse dump.

As appropriate, the inventory shall be adjusted and, in the case of an auxiliary enterprise, an appropriate journal entry may be made to adjust the books of an account.   Care shall be exercised to leave an adequate audit trail in all cases and to avoid the appearance, as well as the fact, of poor management or custodianship.

Requisitions for salvage equipment or furniture which can be viewed from the Surplus/Salvage website advertisements shall be completed in that manner without charge to the department.