Policy: VII.A.6x2 (inactive)
Issued: October 31, 1996
Latest Revision: July 1, 2000
SURPLUS PROPERTY DISPOSAL
This policy describes the general guidelines for disposing of surplus, unwanted or excess equipment.
2.0 Policy [Top]
All University property considered surplus, excess, unwanted, etc. MUST be disposed of by Procurement Services in accordance with State policies and procedures. Departments with items such as these can contact the Surplus Property Office for specific procedural information.
NOTE: When disposing of goods, departments are asked to consider selling those goods directly to other departments in the University, rather than surplusing them. This may allow you to receive a better, and more prompt, return on your goods.
Any disposal of University property, including transfers of equipment to other state agencies or other institutions of higher education or donations to approved organizations, must be done through Procurement Services' Surplus Property Office.
Transfer of goods to the Surplus Property Office is the responsibility of the department surplusing the goods. Departments must also contact the Surplus Property Office before any transfer of goods, to confirm the availability of space.
The Virginia Conflict of Interests Act allows University employees to purchase University surplus property at auctions when the amount of each purchase does not exceed $500. The $500 limit does not apply to the total of goods purchased at the auction, but rather to each separate sale. A separate sale is considered complete when the auctioneer so announces by the fall of the gavel or another customary manner.
It is the responsibility of each University employee not to make purchases exceeding the $500 limit. If such a purchase is made, the employee will be in violation of the Conflict of Interests Act.
See also Policy XV.A.1, "Conflict of Interests."
University-owned equipment, materials, and supplies considered surplus to one department may be transferred to another department, or may be turned over to Procurement Services for eventual transfer to another department for disposal, as appropriate. If the transfer involves previously inventoried equipment costing more than $2,000, the relinquishing department should also notify the University Property Accounting Section of the Department of Financial Analysis of the change in locations.
2.2 Special Items
- Computer hard drives must be erased before surplusing.
- Used computer software cannot be surplused. It must be disposed of according to the licensing agreement under which it was acquired.
- New, unused computer software may be surplused only if it is still in its unbroken shrink-warp packaging, if it was bought off the shelf (not under a UVA contract), and if it was not acquired for evaluation or any other one-time use.
- Radioactive or hazardous materials may not be surplused. Consult Environmental Health and Safety for disposal of such materials.
Surplused goods will be sold at auction or to sold to other University departments. Departments may also request that specialty items or items of great value be sold through sealed bid rather than at auction. To initiate such a sale, departments forego the normal surplusing process and contact the Surplus Property Office directly. The final decision on manner of sale will made by Procurement Services.
Note: To keep the equipment inventory current, departments should promptly notify University Property Accounting when obtaining equipment by any method other than demand payment, permanently transferring equipment from one location to another, or disposing of equipment.
Departments may choose to identify surplus computers and other surplus items as eligible for donation to approved organizations by explicitly indicating that they so choose in their request to surplus property. Approved organizations include public schools in Virginia and Virginia charitable corporations granted tax-exempt status under § 501 (c) (3) of the Internal Revenue Code and providing services to persons with disabilities, at-risk youths, and/or low income families.
The legislation allowing such donations can be viewed in full at:
Authorization for an approved organization to receive donated items is granted by the Director of Procurement Services on a first-come, first-served basis, and must be requested by the organization via e-mail or other formal means. The recipients of the donations, and the specific donations made to each recipient, will be determined by Procurement Services.
The estimated value through sale at auction of any item to be donated cannot exceed $500. This estimate will be established by Procurement Services. The total estimated value of donated equipment from the University per yearly quarter, i.e., each three months, may not exceed $15,000. However, because this maximum amount is linked by state law to the value of surplus property sold at auction, the quarterly limit is subject to review and revision by Procurement Services. Donations in excess of the amount allowable per quarter will be sold at auction.
3.0 Definitions [Top]
4.0 References [Top]
See also Policy X.A.1, "Maintenance of Equipment Inventory."
See also Procedure 7-6, "Preparing Request to Surplus Property."
See also Procedure 10-1, "Preparation of Equipment Inventory Change Request."
5.0 Approvals and Revisions [Top]
Previous version in effect from 10/31/96 to 7/1/00 available in policy archive.