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SURPLUS PROPERTY SALES POLICIES
In This Section
Surplus Property Sales is to be used by all university departments for the disposal of unused university property. Utah State law requires that all State owned property shall not be destroyed, sold, transferred, traded-in, traded, discarded, donated or otherwise disposed of without first receiving authorization from Surplus Sales. Surplus Sales assures that all Utah State guidelines are followed during the disposal process.
Definition of Surplus Property:
Any property owned by Utah State University that the Department deems no longer useable or obsolete is considered surplus. Surplus property includes all University property whether or not it has a Utah State University inventory number. In order to qualify as surplus, all items must be useable or able to be made useable with a reasonable amount of effort and/or expense and/or has residual value. Items not meeting these criteria, as determined by Surplus Sales, should be properly recycled.
Options for Proper Handling of Surplus Property:
There are two options for the handling surplus property:
- If the surplus item is to be upgraded and can be traded toward a replacement item (i.e. Vehicles, Copiers etc.). Purchasing Services will carry out an official bid process and list the item for trade and allow for completive bids to be received.
- If the surplus item is to be sold it will be handled through Surplus Sales. As per Utah State Law these items will be offered for sale to other University Departments and Government agencies for 14 days. If the item does not sell during this time it will then be offered for sale to the general public. Items that are determined by Surplus Sales to have no substantive value will be processed through Recycling.
Submitting items to Surplus Sales:
A department wishing to surplus an item or items must fill out and submit an official “Disposal Record” to Surplus Sales. This form is available as an editable PDF on our website at the following link - (http://www.usu.edu/surplus/docs/editableDR.pdf) Please download this form to a local drive on your computer. Then fill in all the information and save it. You can then attach and e-mail it to firstname.lastname@example.org. PLEASE NOTE - DO NOT FILL OUT THE FORM ON THE WEBPAGE - ALL THE INFO WILL DISAPPEAR WHEN YOU SAVE IT. You can also print and Fax it to Surplus at (435-797-0994). Upon receiving the disposal record Surplus Sales will then contact the Department to arrange for pick-up of the items. If preferred, Items can be dropped off. If choosing this option, please call ahead to let us know you are coming. In either case the department should keep a copy for their records.
Some important notes regarding item submissions;
- Be sure to check all items being disposed for USU inventory numbers and list them on the form. If any of these numbers are missed the item may remain in your Departments inventory.
- Make sure to list the Department’s banner index number. This number is how the proceeds from sales are returned to the Department.
- Disposal tags are available on our website. These can be printed out and attached to the items being disposed.
Valuation of Surplus items:
Surplus Sales reserves the right to assign a final asking price for all items. This price will be determined after the item has been received, inspected and evaluated. In considering past sales and market conditions, items will be priced at a maximum level that we feel will allow for a quick sale. Common items will be priced with consistency in mind - i.e. all working 19” Dell computer monitors will all be priced similarly.
Unique items may require more research and communication with the department in order to determine correct pricing. Departments should estimate the value of unique items and list any recommendations they have on the Disposal Record. Also departments are encouraged to communicate the names of any potential buyers that they are aware of.
Vehicles will be priced in accordance with NADA and KBB used car guides. Generally vehicles will be priced toward the low book value to encourage quick sales. Older vehicles that do not appear in the guides will be researched via various classified ads and priced accordingly.
While we do our best to price items at a level to sell, there are times that items remain in inventory for an extended time. In these cases Surplus Sales reserves the right to reduce the price of the item in order to encourage it to sell. If items do not sell after a year in inventory then they may be scrapped or processed through Recycling.
Repairs/Improvements Made to Items for Sale:
In most cases items submitted to Surplus Sales will be sold on an “AS-IS” basis. However in some cases, particularly with vehicles, minor repairs may add value and can substantially enhance the selling potential of the item. In these cases repairs costing less than $1,000.00 can be authorized by Surplus. Repairs costing over $1,000.00 will require the department’s authorization in order to proceed. Any additional expenses incurred will be subtracted from the departments’ reimbursement amount.
HOW ITEMS ARE SOLD
UNIVERSITY DEPARTMENTS – May purchase items at any time for Department use by using their OCC # on their P-Card
GOVERNMENT AGENCIES – May purchase items at any time with a Purchase Order number or official agency check.
PUBLIC – May purchase items with Cash or Check when the 14 day availability date has been met. Items will become available precisely at 8:00 am of the date on the tag. The doors will open at approximately 7:50 am to allow bidders to inform surplus employees of their interest in an item. At this time, if more than one person wants to purchase the item, a live bid will be conducted to determine the purchaser with the highest bidder taking the item. The winning bidder must have funds on hand at this time or the item will then revert to the next highest bid and bidder.
Reimbursement to Campus Departments:
Campus departments will be reimbursed for surplus items during the month end process after the item has sold. The amount reimbursed is based on the Reimbursement Schedule attached to this document. This is a declining scale schedule (The larger amount the smaller the percentage) and may be updated over time.