UNDER NO CIRCUMSTANCES CAN STATE-OWNED PROPERTY BE DISPOSED OF, DONATED, TRADED-IN, OR GIVEN TO ANOTHER ENTITY WITHOUT APPROVAL OF THE STATE SURPLUS PROPERTY OFFICE.
School equipment that is no longer needed by a department cannot be thrown away or discarded. If not transferred directly to another school department, all school equipment must be sent to the Surplus Property Office for disposal.
What is Surplus Property?
Surplus Property is defined as any property which a department or office determines is no longer needed to continue its operation. This encompasses all school property no longer in use by a department. Departments should transfer all property and equipment to Surplus Property as soon as it is determined that it is no longer needed. Surplus property may not be discarded, given away, or converted to personal use.
How to Surplus Property and Arrange Pick-up
An Inventory Action Form must be completed prior to sending any items to our Surplus Property Warehouse or to another department. The original signed surplus form can be emailed or sent thru interoffice mail to Libby Rush in Purchasing.Â Once the form is received, a work order will be generated for Facilities Management to arrange a pick-up for the surplus property. All work orders involving surplus property to be moved to the warehouse must be submitted to Facilities by the Purchasing Department. If your department is transferring items to another department on campus, the department is responsible for submitting the work order to Facilities. Â A copy of the Inventory Action Form MUST be attached to the item before Facilities Management will take the items to the Surplus Warehouse.
If you are delivering surplus directly to the warehouse, all necessary paperwork must be completed prior to scheduling an appointment to deliver items to the warehouse.
UNCSA Department Transfer
Surplus property which may be of value to another campus department may be transferred to that department using the Inventory Action Form. Once both departments have signed this form, it should be submitted to Libby Rush. If the item is an asset, Libby will send back a final form that has been signed by her indicating that the transfer is complete in the Fixed Asset system.
According to G.S. 114-15.1, if any State property has been stolen, the employee discovering the theft must report the theft to his/her supervisor and Campus Police at 770-3321. This is to be done as soon as possible, but no later than three days from the day of discovery.Â A copy of the police report and an Inventory Action Form should be sent to the Surplus Property Officer.
Trade-In of Equipment
Some equipment, such as office machines may have a trade-in value on the purchase of new or similar equipment.Â When equipment is used for trade-in, the responsible department should get prior written approval from the Surplus Property Officer, who must get approval from the State Surplus Agency. Once approval is received from the State Surplus Agency, the Surplus Property Officer will forward an approved copy of the Inventory Action Form back to the requesting department. An Inventory Action Form should be completed and sent to the Surplus Property Officer before the Purchase Requisition is completed. A notation should be made on the Purchase Requisition detailing the equipment to be traded-in.
Surplus is committed to recycling as many items for the UNCSA campus as possible. We meet this goal by having items that are declared surplus available for other departments to use. We have been recycling most of our broken electronic equipment using a State Contract Vendor. This helps keep obsolete and broken equipment out of our landfills. The State Surplus Property Office in Raleigh must approve all property that UNCSA recycles.
Surplus Property Sales to the Public through Bids
Surplus property not needed by departments is listed with the State Surplus Property Agency in Raleigh, which advertises it for public bid. Interested parties may view bid sheets, states classifieds, vehicles lists, and place bids on line at http://www.doa.state.nc.us/ssp/.