PROPERTY, EQUIPMENT & FACILITIES6020Chapter 6 PROPERTY, EQUIPMENT, & FACILITIES Section: 6:020 Surplus Property & Equipment Surplus Property & Equipment The transfer and disposal of University-owned surplus property and equipment is coordinated by UM Supply Chain, Surplus Property . 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 Surplus Property. [The only exception: a department may transfer its surplus property and equipment directly to another University department.] Transfers to Another Department Surplus Property, 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.” 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. Ensure the correct PS DeptID is used. Electronically send the form to: surplus@umsystem.edu . 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.” Electronically send the form to: surplus@umsystem.edu . Surplus Property Section: Coordinate the transportation of property or equipment from the originating department to the warehouse on Rock Quarry Road (882-5053). Selling Surplus Property and Equipment All surplus property and equipment which has been transferred to the Surplus Property Section is inspected for potential resale. Items are dis carded only when they are beyond repair or have no resale value, in which case the respective disposal fee may be charged to the originating department. Internal Sale of Surplus Property Surplus Property makes surplus property and equipment available to all University departments at reasonable prices, prior to selling it to the general public. The property and equipment is located at the Rock Quarry Surplus Property Warehouse, 882- 5053. 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 ca n be transferred in the Inventory System. Notify Inventory Control by sending a Property Change Report (UM27). External Sale of Surplus Property If Surplus Property determines there is no apparent need for useable property or equipment by any department or campus, the property or equipment may be sold to the general public. The following methods are used by Surplus Property to sell items that are not purchased internally. Public Auction – Public auctions are held approximately once a month at the Surplus Property Warehouse. GovDeals – Select items may be offered to an infinite number of potential buyers through the Surplus Property GovDeals site. Invitation for Bid (IFB) – If there is a known list of potential bidders, Surplus Property may issue a written invitation for bids to sell specific items. 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. Note: The only exception is for items that remain on-site at their campus location and are sold through an IFB or the Surplus Property GovDeals site. In such case, the campus department will be responsible for providing the necessary specifications/description and photos as needed, responding to customer questions, and coordinating pick-up/delivery with the successful bidder. The proceeds from this type sale will be divided between the originating department and the Surplus Property Section on a 75/25 percent basis, respectively.

6:020 Surplus Property & Equipment

Adopted Date: August 2015

Revised Date:

Responsible Office:
UM Supply Chain (Surplus Property)

Policy Statement

The transfer and disposal of University-owned surplus property and equipment is coordinated by UM Supply Chain, Surplus Property.

Property or equipment that is surplus to a department’s needs, regardless of its condition or estimated value, must be transferred to Surplus Property.

Exception: A department may transfer its surplus property and equipment directly to another University department.

Procedures

Transferring Surplus Property or Equipment

Transfers to Another Department

Surplus Property, Inventory Control must be notified when inventoried property or equipment 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.”
Give the form to the receiving department.

Receiving Department

Obtain the signature of the director, department chair, or authorized representative.
Ensure the correct PS DeptID is used.
Electronically send the completed form to surplus@umsystem.edu.

Transfers to Surplus Property

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.”
Electronically send the completed form to surplus@umsystem.edu.

Surplus Property

Coordinate transportation of the property or equipment from the originating department to the Surplus Property Warehouse on Rock Quarry Road.

Selling Surplus Property & Equipment

All surplus property and equipment transferred to Surplus Property is inspected for potential resale.

Items are discarded only when they are beyond repair or have no resale value. When applicable, the disposal fee may be charged to the originating department.

Internal Sale of Surplus Property

Surplus Property makes surplus property and equipment available to University departments before offering items for public sale.

Departments purchasing property from the warehouse:

Use an Interdepartmental Order (IDO) (UM 48) for purchases.
If purchasing inventoried equipment, submit a Property Inventory and Change Report (UM 27) to Inventory Control so ownership can be updated in the inventory system.

External Sale of Surplus Property

If there is no apparent University need for usable property or equipment, Surplus Property may sell the items to the general public using one of the following methods:

Public Auction – Approximately once each month at the Surplus Property Warehouse.
GovDeals – Select items offered through the Surplus Property GovDeals site.
Invitation for Bid (IFB) – Used when there is a known list of potential bidders.

Proceeds from the Sale of Surplus Items

Proceeds from surplus sales are distributed as follows:

Standard sales: 65% to the originating department and 35% to Surplus Property.
On-site IFB or GovDeals sales: 75% to the originating department and 25% to Surplus Property.

For on-site IFB or GovDeals sales, the originating department is responsible for:

Providing specifications and descriptions.
Providing photographs.
Responding to customer questions.
Coordinating pickup or delivery with the successful bidder.