Material & Disbursement Services (MSD)
POLICY 29
Effective Date: 07/01/1995
Last Modified Date: 11/17/2003
General
The Purchase and Contract Division of the State Department of Administration operates a surplus property warehouse in Raleigh for use by State agencies in obtaining Federal Surplus Property. The warehouse is located at 1950 Old Garner Road. Federal Surplus Property is available to the University for a nominal service charge. A wide assortment of supplies and equipment is regularly available, with many items having a definite and immediate application to the needs of University departments.
Authorization
Authorization to use the surplus facility is obtained from Material & Disbursement Services (M&DS), which prepares an agreement form for the using department to sign.
Special Permission
Only those items that have both a known value to a department and an immediate application should be purchased. Motor vehicles and office machines may be acquired only with special permission from the Director of M&DS.
Use of Items Purchased
Items obtained from Federal Surplus must be used in accordance with instructions on the signed agreement prepared by M&DS. Federal Surplus Property may not be acquired for personal use nor can it be disposed of except in accordance with instructions printed on the agreement.
Invoices and Payment
No Purchase Requisition is necessary prior to the acceptance of delivery by those authorized to make purchases. Upon receipt of an invoice for Federal Surplus Property purchased from the State, the Department receiving the property will prepare a Check Request for those items under $5,000 or a purchase requisition for items over $5,000. The Check Request or Purchase Requisition is then forwarded to the Surplus Property supervisor, who will ensure that action is taken to pay the invoice. However, it is the Department's responsibility to ensure that invoices are paid in a timely manner.
Additional Information
See also: MSD Procedure 11, Obtaining Federal Surplus Property
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