Procedures for Declaring an Item Surplus

• Transfers:  See Budget Office's Fixed Assets Procedures.
• Disposal as a result of lack of need.  When an item is no longer needed by a department and no other department is known to have a need for it, the following procedure is applicable.  A  Surplus Property Report or Trade-In (pdf) form must be completed and submitted to the Surplus Property Control Clerk with the item to be surplused.  Item(s) will not be picked up without the completed form.
• Disposal as a result of destruction or theft:  Items stolen or destroyed must be reported immediately to Campus Police.  Campus Police will forward a designated copy of the report to the department and the department will forward a copy to the Fixed Asset Accountant.  Stolen and destroyed items must be reported on the Surplus Property Report or Trade-In (pdf) form stating the item(s) are stolen or destroyed.  This form must be signed by the head or chair of the department and sent to the Fixed Asset Accountant.
• Disposal as a result of loss:  Lost items must be reported immediately and directly to Fixed Assets in the Budget Office.  If Fixed Assets cannot locate the items within two weeks the information will be forwarded to Campus Police.  Lost items must be reported on the Surplus Property Report or Trade-In (pdf) form stating the item(s) are lost.
• Disposal as a result of unusable and non-repairable condition:  When this situation occurs, the department must complete a Surplus Property Report or Trade-In (pdf) form and forward it to the Surplus Property Control Clerk with the items(s) to be disposed.
• Disposal as a result of trade-in.  When a trade-in is desired, the department initiates a Surplus Property Report or Trade-In form noting the decal number, general description, account number, and the words "trade-in".  The record along with the Purchase Order is sent to the Materiel Management and Budget offices.  At the Director of Materiel Management's discretion, based on knowledge of the University needs, an item may be traded.