The transfer and disposal of University-owned surplus property and equipment is coordinated by Procurement/Materials, Surplus Property Section.

Transferring Surplus Property or Equipment

Property or equipment that is surplus to a department's needs, regardless of its condition or estimated value, must be transferred to Procurement/Materials Management, Surplus Property Section. [The only exception: a department may transfer its surplus property and equipment directly to another University department.]

Transfers to Another Department

Procurement/Materials Management, Inventory Control must be notified when property or equipment which has been inventoried is transferred from one department to another.

Originating Department:

• Complete a Property Inventory and Change Report (UM 27) through the line labeled "Originating Dept. Signature." Follow the directions on the back of the form. Be sure to mark the box next to "Transferred to another department and inventory account number."
• Give the form to the receiving department.

Receiving Department:

• Obtain the signature of the director, department chair or authorized representative, and fill in the information requested on that signature line.
• Mail the form to: Inventory Control, 113A General Services Building.

Transfers to Surplus Property Section

To arrange transfer of surplus property or equipment to the Surplus Property Warehouse:

Originating Department:

• Complete a Property Inventory and Change Report (UM 27) through the line labeled "Originating Dept. Signature." Follow the directions on the back of the form. Be sure to mark the box next to "Excess Property." Supply the fund name and fund code number.
• Mail the completed form to: Surplus Property Section, Rock Quarry Surplus Property, Warehouse Building.

Surplus Property Section:

• Coordinate the transportation of property or equipment from the originating department to the warehouse on Rock Quarry Road.

Selling Surplus Property and Equipment

All surplus property and equipment which has been transferred to the Surplus Property Section is inspected for potential resale. If necessary, the items are overhauled or repaired. Items are discarded only when they are beyond repair or have no resale value.

Sale to Departments

The Surplus Property Section makes surplus property and equipment available to all University departments at reasonable prices. The property and equipment is located at the Rock Quarry Surplus Property Warehouse, 882-4912.

• Department representatives may purchase property or equipment from the warehouse using an IDO (Inter Department Order, UM 48).
• If a department buys equipment from Surplus Property that is part of the University's inventory (i.e. has an inventory bar code) it is important to notify Inventory Control of the purchase so the ownership can be transferred in the Inventory System. Notify Inventory Control by sending a Property Change Report (UM27) or by electronically making the change using the Online Inventory System.

Public Auction

If the Surplus Property Section determines that there is no apparent need for useable property or equipment by any department or campus, the property or equipment may be sold at a public auction.

Proceeds from the Sale of Surplus Items

The proceeds from the sale of surplus property and equipment are divided between the originating department and the Surplus Property Section on a 65/35 percent basis, respectively.

Exception

If the Property Inventory Change Report (UM 27) or online change does not precede or accompany the transfer of property and equipment to the Surplus Property Warehouse on Rock Quarry Road, the originating department forfeits its right to any portion of the proceeds from sales of the property and equipment, and the Surplus Property Section may keep 100 percent of the proceeds.