10.41 Surplus Property Inventory Procedures

10.41 -- Surplus Property Inventory Procedures

Last updated July 27, 2005

A.General.SurplusPropertyisthefinaldestinationforitemsnolongerusedbyadepartment.SurplusPropertypersonnelattempttorelocate(sell)theitem(s)byadvertisingtootheruniversitydepartmentsthattheitem(s)is/areavailable.[Note:ItisrecommendedthattransferorsaleofpropertyfromonedepartmenttoanotherberoutedthroughSurplusPropertytoinsureanaccurateandconsistenttrackingofinventory.DepartmentswhichchoosetoselltheirowngoodstootherUIDepartments,muststillreport“NameofItems”;“ModelSerial#ofItems”;“UIIdentification#”;“DepartmentSoldTo”;“AmountSoldFor”;and“VINnumber,ifaVehicle”;tothePropertyManagementOffice(PMO).[Phone(208)885-4070,UndernocircumstancesareDepartmentsallowedtosellanyUIowneditemtoanynonUIdepartment;privatebusiness;privateentityororganization;ortoprivateindividuals,aspertheStateBoardofExaminersInternalManagementPolicy“GuidelinesandProceduresforDisposalandSaleofStateSurplusPersonalProperty”,[
B.Process.OutsideCustomersIdentified.SurplusPropertypersonnelwillattempttoselltheitem(s)tolocalcity,county,andstateagencies,localschooldistricts,orothernonprofitagencies.Ifthoseattemptsareunsuccessful,ageneralpublicsalewillbearranged.

B-1.ProceedsofSaleDistributed.Iftheitem(s)is/aresold,regardlesstowhom,thedepartmentreceivesaportionofthesalepricebaseduponthefollowingscale:SurplusPropertywillretainaminimumof$25servicechargeperitemwiththefollowingratescheduleineffect:

SELLINGPRICE RETURNEDTODEPARTMENT
$25--$350 65%
$351--$1,500 75%
$1,501--$10,000 85%
$10,001ormore 90%

[Note:Iftheitem(s)is/arenotsold,theitemisscrapped,refurbished,orrecycledandthedepartmentreceivesnothing.]

C.Procedures.SurplusPropertymaintainsrecordsofallitemsturnedoverfordisposal.Theserecordsreflecttagnumber,budgetcodefortheowningdepartment,itemdescription,location,andfinaldisposition.Thefollowingstepsshouldbetakenfordisposalofsurplusproperty:

C-1.SurplusPropertyNotified.DepartmentsshouldnotifySurplusPropertybymemorandum[See10.41(E)],campuszip83844-2282,fax@(208)885-5811,phone@(208)885-2091,ore-mail,,ofanysurplusitem(s)readyfordisposal.SurplusPropertypersonnelwillarrangepick-upanddeliveryoftheitem(s)toastoragearea.

C-2.Item(s)TaggedasSurplus.SurplusPropertypersonnelwillnotifyPMOofitemspicked-upfromdepartments.OnlyitemsverifiedasreceivedbySurplusPropertywillbeplacedin“SURPLUS”statusbyPMOandthentransferredtotheSurplusPropertyinventoryaccount.Additionally,SurplusPropertywillprovidePMOwithnoticeoffinaldispositionofsurplusitems.Alldepartmentswillreceivea“SPUR”receiptform[SampleForm]fromSurplusPropertywhenitemsaretransferredtoSurplusProperty.AlldepartmentsshouldkeeptheseSPURformsforone(1)yeartodocumentthe“CertificateofInventory”[See10.40]update.

C-3.SurplusSales.PrePricesalesofsurplusitemsareheldweeklyforbothUIdepartmentsandthepublic.Othertypesofsales,suchasauctionsandsealedbidsaleswillbeusedasnecessary,buttheprimarymethodforreducingsurpluspropertyinventorywillbethePrePriceSale.ThePrePriceSaledayforboth the Public and UIdepartmentsisMondayfrom8:0010:00AMto4:0012:00PM and then from 1:00 PM – 4 PM. .[Note:ThisistheonlydayforUI departmentPre-Pricesales.SurplusPropertyisclosedforsalesonotherdayssothatpickup,stocking,andinventoryprocedurescanbeaccomplished.]The PrePrice Sale day for the public is Tuesday from 10:00 AM to 4:00 PM. OthertypesofsalesandexceptionstoPrePriceSaledayswillbepostedandadvertisedaheadoftimewheneverpossible.HolidaysandUniversityclosingsareautomaticexceptionstoPrePriceSaledayschedules.

C-4.SurplusItemsAdvertised.Becauseofthelargenumberofitemsreceiveddaily,itisimpracticaltoadvertisealloftheitemsavailableatSurplusProperty,butacompletelistingofSurplusPropertyisavailableonourwebpage.Specifically,

Purchasesandbidscanalsobedonebyemailonourwebpage.Followthedirectionsasinstructed.Ifanotherdepartmentdesirestheitem,itissoldatfairmarketvalueandapercentageofthesaleprice[See10.41(B-1)],isreturnedtothedonordepartment.Ifnodepartmentrequeststheitem(s);

SurplusPropertywillnotifylocalcity,county,stateagencies,localschooldistrictsandnonprofitorganizationsofoursurplusproperty,viaourwebsiteat

SurplusPropertywillconductageneralpublicsaleandselltheitemonafirstcome,firstserve,basisforwhateverpricetheitembrings.[See10.41(C-3))].Iftheitemissold,apercentageofthesaleprice[See10.41(B-1))],isreturnedtothedonordepartment.Iftheitem(s)is/arenotpurchasedbythepublic;

Theitem(s)is/arescrappedorrecycled.

C-5.DonationofSurplusItems.Onlysurpluspropertythatisdefinedas“ofnominalvalue”aspertheStateBoardofExaminersInternalManagementPolicy“GuidelinesandProceduresforDisposalandSaleofStateSurplusPersonalProperty”[

C-6.Refrigerators.SurplusPropertywillnotacceptnon-workingrefrigeratorsunlesstheyhavebeenpurgedandcertified.DepartmentsmustfirstcontactFacilitiesMaintenanceandOperations(FMO)forrefrigerationpersonneltopurgeandcertifytheunit.Departmentswillbechargedalandfilldumpingfeeforanydiscardedrefrigerators.

C-7.Computers.BecauseofFERPA[See65.03]andotherintellectualpropertylawsandregulationsforbothUIandforsoftwareprovidersusedbyUI,computersthataresurplusedbyadepartment,musthaveallUIdepartmentalfiles,personalfiles,andinstalledsoftware,otherthantheOperatingSystemsoftware,removedfromthemachinebeforeSurplusPropertycanacceptthecomputerassurplus.Adepartmentrepresentativewillbeaskedtosign-offontheSPURformstatingthatallfilesandappropriatesoftwarehavebeendeleted.ITS@(208)885-2725)cananswerquestionsonhowtoremovefiles,ifnecessary.

C-8.DepartmentMinimumBids.Occasionally,adepartmentwillrequesta“minimumbid”foranitemtheyaresurplusing.SurplusPropertywillonlyallowone“minimumbid”pricethroughPrePriceSale,auction,orsealedbidsale.Afteranitemfailstoreachits“minimumbid”,itwillbesold(ifpossible)atthenextsaleoranyprecedingsalesforwhatitactuallybrings.Ifadepartmentdoesnotwanttosurplusanitemforlessthantheasking“minimumbid”,theymustnotifySurplusPropertyandtaketheitembackwithin10workingdaysoftheoriginalsale.

C-9.AbandonedorImproperlyDisposedofProperty.AnypropertyitemsfoundtohavebeendisposedofimproperlyorabandonedwithoutcontactingSurplusPropertywillresultina$25fee/itemchargebacktothedepartmentowningtheproperty.PleasecontactSurplusPropertybeforedisposingofanypropertywithaUIpropertytagattachedtoit,orthatislistedondepartmentalCertificateofInventory.

D.Information.AnyquestionsregardingthedisposalofsurpluspropertyshouldbeaddressedtoSurplusProperty,at(208)885-2091.

E.SuggestedFormatforMemorandumtoSurplusProperty.PleaseusetheSurplusPick-UpRequestForm(SPUR)[SampleForm]forallsurplusitemstobedisposedofbyadepartment.Itisimportantthatallblanksbefilledinbythedepartmenttoensureproperaccountability.TheSPURformisalsoavailablefordownloadonourwebpageat