Disposal of University Property

REG 07.40.1

Property
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Authority: Vice Chancellor for Finance and Business

History: First Issued: October 10, 2001. Last Revised: March 3, 2004. Additional History Information.

Contact Info: Materials Support Assistant Director (919-515-2197)

1. Purpose

The purpose of this Statement is to outline procedures for the disposal of surplus state and federal property belonging to University colleges, schools, departments, and separate units.

2. General Guidelines

2.1. Materials Support is the University office assigned the responsibility for the disposal of obsolete and surplus property on campus. This function is carried out by the Campus Surplus section of Materials Support (hereafter referred to as Surplus or University Surplus).

2.2. Surplus property is defined as any property which a department or office determines it no longer needs to continue its operations. It does not include construction materials.

2.3. Property which is surplus to one department and of value to another campus department may be donated or sold to that department without involving Surplus. The department who transfers the property (either by sale or donation) is responsible for notifying the Capital Assets Management Office (CAMS) as to the equipment's new location. This notification is done by completing and submitting an Equipment Transfer Disposition Request (CA-4).

2.4. Some equipment, such as office machines and scientific equipment, may have trade-in value on the purchase of new or similar equipment. When equipment is used for trade-in, the responsible department should get prior written approval from State Surplus (Jeff Nance or Mary Alice Sechler, 919-733-3889) regarding price and put a notation on the Purchase Requisition to that effect, giving details about the equipment to be traded in. A surplus form should be submitted and Surplus should also be sent copies of the transaction.

2.5. Instructions for Departmental Transfers

Please read ALL transfer instructions before you fill out the form.

Campus departments may acquire surplus property by transfer. If property has already been transferred to University Surplus, the following procedures must be used.

Each time a department wants to acquire surplus property, University Surplus must receive a new SURPLUS TRANSFER FORM from the department. The form must be completed with the date, departmental information and item description(s). The form must be printed on the department's letterhead and signed by the dean, department head or director.

It is not necessary to include the SP #'s, tag #'s, or CAMS #'s at this time - they can be written in at the time of pick-up. However, no items can be held without the form.

When the receiver comes to pick up the items, he must bring the form and sign and date it to acknowledge receipt of the surplus items. An Equipment Transfer Disposition Request (CA-4 form) for each capital asset transferred must also be completed at this time.

If a department wants us to deliver the items, a job order must be filled out and they will be charged for the delivery. Additional information needed: bookkeeper's name and phone number, project account number, and a contact person's name and phone number. At time of delivery, the receiver must sign and date the transfer letter, the job order and any CAMS forms. Surplus transfers are delivered as time permits.

2.6. Disposal of any tools, instruments, vessels, storage cabinets, refrigerators, etc. used in conjunction with radioactive substances must be cleared by the Radiation Protection Office of the Environmental Health & Safety Department, 515-2894. Their approval will be acknowledged by their signature on the surplus form.

Items which have been used in conjunction with biohazardous substances must be decontaminated by the department before surplus will pick up. This can usually be accomplished with 10% Clorox. Call Environmental Health and Safety if unsure. Once decontaminated, biohazardous warning labels should be removed. Departmental contacts will be required to sign the SP form certifying decontamination before property will be picked up. *Surplus is not authorized to pick up biological safety cabinets.

2.7. If property to be disposed of was purchased with federal funds and title vests with the government, approval must be obtained from the funding agent before this equipment can be declared surplus.

2.8. Before surplusing personal computers, the department must remove all software and data from the machine. A departmental representative must certify that the software has been removed.

3. Procedures

3.1. All equipment and material to be surplused or scrapped must be listed on the NCSU online Property Disposition Form and the completed form submitted to Surplus for appropriate action. The form and instructions can be accessed from the Materials Support home page at: http://www.fis.ncsu.edu/materialsmgmt/MaterialsSupport/ or you can go directly to the form at: http://www.acs.ncsu.edu/scripts/warehouse/surplus. Do not bring surplus property to the warehouse until an online form is submitted.

3.2. "General Surplus", "As is where is", "Vehicle", and "Scrap" items should each be listed on separate surplus forms. Untitled vehicles (such as tractors) should not be listed on the same form as titled vehicles.

3.3. Upon receiving the completed surplus form, Surplus will take the following action (see exception under "3.3.6" below):

3.3.1. Items listed as "Scrap" will be picked up, or may be delivered to the Surplus Warehouse by the department, if Surplus is given advance notification. Scrap metal is sometimes sent directly to Landscape Services - please call in advance about scrap metal.

3.3.2. For items which are to be offered for sale "As is where is", the surplus form should indicate the location of the equipment and a contact person by name and telephone number.

3.3.3. "General Surplus" items will be picked up by Surplus, or may be delivered to the Surplus Warehouse by the department, if Surplus is given advance notification.

3.3.4. For motor vehicles, Surplus will contact Insurance and Risk Management for vehicle title. When title is received, Surplus will process it and notify the department to pick up title and copy of the surplus form for delivery with the vehicle to State Surplus, located on Hwy 54 West, 1.3 miles from the State Fairgrounds. When the department delivers the vehicle to State Surplus, the license tag should be removed and returned to University Surplus, who will send them to the State Department of Motor Vehicles.

3.3.5. Surplus items should be tagged by departments before pickup. Surplus disposition tags should include the form number (SP#), the department name, serial number and CAMS number (if applicable), and the item description.

3.3.6. Surplus cannot pick up items that cannot be moved safely. Departments will be responsible for getting these items to the Surplus Warehouse.

4. Disposition of items - Departments may suggest minimum bids for items surplused; however, Surplus reserves the right to determine the final disposition of the property.

4.1. State Surplus Property Office:

4.1.1. Offers applicable items for sale to the public on a sealed bid basis.

4.1.2. Advises University Surplus when sale is made so that the equipment (wherever located) may be made available to the purchaser. Also, the CAMS office will be notified so that the equipment may be deleted from the University Centralized inventory files.

4.1.3. Proceeds from the sale are deposited in the University General Fund and in the accounts of those departments that are due a return for the sale of their equipment.

4.2. University Surplus Retail Store:

Offers applicable items to the public through a retail store. Hours of operation are 8:00 a.m. to 11:00 a.m. every Friday except holidays. Items are sold for CASH only, no checks. Items are sold "as is where is" and all sales are final. Items must be removed at time of purchase. Sale location is 3420 Ligon St., Raleigh. (Items are available for preview on Thursdays from 8:00 a.m. to 11:00 a.m.)

5. Forms

The Surplus Disposition Form should be entered online.

6. Instructions for Completion of Forms

Item - Description

6.1. Date Automatically entered by system.

6.2. Department Enter originating department's name.

6.3. OUC Enter originating Department's OUC Code

6.4. Contact Person Enter name of person to be contacted concerning this request.

6.5. Phone Enter telephone number of contact person.

6.6. FAX Enter fax number of contact person.

6.7. Email Email address of contact person.

6.8. Location Indicate building, room number, and any other helpful information to show where equipment is located. Also, any special instructions, i.e. "call first", can be listed here.

6.9. Deposit Information Enter FAS account number, object code and project code.

6.10. Item No. Generated by system.

6.11. Quantity Enter the number of like items to be disposed of. Items that have individual serial numbers or CAMS numbers should be listed on separate lines. Like items without CAMS numbers or serial numbers, over quantity of "9" - enter as quantity of "1" and description as "Lot of…"

6.12. Description of Item Describe as listed in catalog or, if not listed, describe as specifically as possible.

6.13. Serial No. Enter serial number of equipment, if applicable (e.g., motor vehicle).

6.14. CAMS No. Enter CAMS number recorded on the sticker attached to the equipment.

6.15. Condition Choose condition code: "Good", "Fair", "Poor" or "Other" for the item listed.

6.16. Action Choose action being requested: "General Surplus", "As is where is", "Scrap", or "Vehicle" (Surplus reserves the right to change.) "As is where is" indicates that the items will be sold from the original location through the State surplus bid process.

6.17. Signature (Departmental Certification of Decontamination) Departments will be asked to sign a form certifying that items picked up have been decontaminated or disabled (lasers).

6.18. Signature (Departmental Authorization) Departments will be asked to sign the form when items are picked up or delivered to the warehouse.

6.19. Signature (Materials Support Verification) Surplus personnel will sign to verify pickup.

After completing the form, departments should press "Submit" at the bottom of the screen.

*THE NEXT SCREEN GIVES YOU YOUR ONLY CHANCE TO PRINT THE SURPLUS FORM.

Questions concerning the disposition of University surplus property should be referred to the Surplus Property Manager, extension 5- 2211 or 5-5525.

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