Asset Management & Surplus Property (ASM)
PROCEDURE 8
Effective Date: 07/01/1994
Last Modified Date: 01/18/2007
Procedure Description
Surplus property may be transferred to another department, traded in on new equipment, or turned in to the University's Surplus Property Warehouse. Surplus items having a beneficial trade-in value in a purchase transaction should be noted on the Purchase Requisition before initiating a bidding process.
If property with a UNC Inventory decal number is transferred to another department, the Asset Management Department must be notified of the transfer (see Procedure 2).
When surplus property is turned over to the Surplus Property Warehouse, it is offered for sale to other departments and/or non-profit organizations. Items not transferred to other University departments will be considered surplus to University needs and are eligible for sale to the public through the Warehouse. Items with a salvage value of more than $100 are either sent to Raleigh to be sold or are posted on the State's Surplus Property Web site. The State Surplus Property Agency, part of the North Carolina Department of Administration, assesses a 5% service charge for all property sold through the State Surplus Property Office.
Procedure Steps—Disposition of Surplus Property
SPECIAL CAUTION: To surplus any tools, instruments, vessels, storage cabinets, refrigerators, etc., used in conjunction with radioactive substances, obtain clearance from the Radiation Safety Office. Clean the surplus item, without removing the "Caution Radioactive" indicator decal, and call the Radiation Safety Officer. The Radiation Safety Officer will clear the item for movement, noting on the radioactive decal "Unit decontaminated." The decal is still not to be removed. (All radioactivity decals will be removed by Surplus Property personnel.)
*Note:* All items containing locks, such as file cabinets and desk drawers, must be unlocked and clear of all contents. Otherwise, these items will not be picked because the contents could potentially be sensitive material.Find a Department That Wants Surplus Equipment
- Agree on the transfer price of the equipment.
- Prepare an invoice or statement for the equipment being transferred, from which the department receiving the equipment will prepare an Account Adjustment Request (Form AJ-1).
- Notify Asset Management of the transfer of equipment with a UNC decal number. Supply the following information:
- Name of the department receiving the transfer
- Description of the equipment
- Model number, serial number, and UNC decal number
Or, Consider Using Surplus Equipment as a Trade-In
If an item may have beneficial value as a trade-in, list it on the Purchase Requisition for the new equipment desired so that it may be considered in the bid procedure.
See MSD Policy 52, Trade-In Allowances; and ASM Procedure 3, Equipment Traded, Sent to Surplus, Sold from Surplus, or Scrapped.
Or, Contact the Surplus Property Supervisor
- Send a letter (or complete a Form P-110; see #2 below) to the Surplus Property Supervisor requesting pickup of the surplus property. Identify the item by description, UNC decal number, and location; and name a departmental contact person.
- The Surplus Property Supervisor will issue a Surplus Property Receipt, Form P-110, authorizing pick-up and release to the mover of the surplus property.
- The surrendering department must sign the Form P-110 when the surplus is loaded on the movers' truck, and retain the blue copy for its own files.
- Procedures described in the Business Manual under ASM Procedure 3 must be followed and Form E/S-102 completed. As the E/S-102 is being completed, the receipt number from the Form P-110 must be noted in the space designated "Person Picking Up Item."
Procedure Steps—Obtaining Surplus Property
Before being sold to the public through Carolina's Surplus Retail Store or through the State's public bid procedure, the University's surplus items must first be offered to campus departments and/or non-profit organizations.
Call or Visit Surplus Property Warehouse
Visit the warehouse, inspect the property, and/or advise the Surplus Property Warehouse Supervisor of the department's interest in any surplus property.
Complete Sale and Arrange for Transportation
Transportation must be arranged by the requesting department. Small moves are made free of charge by the Facilities Services Division moving crew. See the Facilities Services Division Policy 15 and Procedure 8, Moving Furniture, Materials, and Equipment.
Additional Information
See also:
ASM Policy 8, University Surplus Property
MSD Appendix 11, Surplus Property Receipt (Form P-110)
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