Surplus Property Regulation 309

Regulation 309 Approved: September 12, 2016
Surplus Property Regulation
Regulation 309
Source of Authority: N.C.G.S. § 143-64.04;
N.C.G.S. § 116-34(a);
UNC Code § 502(A)
Revision Authority: Chancellor

First Issued: February 17, 2011
Revised: September 12, 2016

Related Policies and Regulations: Surplus Property, N.C.G.S. §§ 143-64.01 to 143-64.9;

Fixed Assets Regulation 304;
Improper Activities Reporting Regulation 114;
Purchasing Regulation 308
Responsible Offices: Purchasing Department
Effective Date: September 12, 2016

I. Purpose

The purpose of this regulation is to govern the disposal of surplus state and federal property belonging to UNCSA.

II. Scope

This regulation applies to the disposal of all surplus state and federal property belonging to UNCSA.

III. Definitions

A. “State-Owned Property” means property in the possession of the state or a state agency, such as UNCSA, and purchased with state funds, property donated to the state, or property purchased with other funds that give ownership of the property to the state.

B. “Surplus Property” means property no longer used and needed by UNCSA.

IV. Regulation

A. Purchasing is responsible for the disposal of surplus property on campus.

B. Departments should transfer all property and equipment to Surplus Property as soon as it is determined that it is no longer needed.

C. Disposing of Surplus Property

1. Surplus property may not be transferred or sold except to other departments.

2. Surplus property may not be discarded, given away, or converted to personal use.

3. UNCSA has received approval from the state Surplus Property agency to operate an on-site satellite surplus store.

4. Surplus property not needed by another UNCSA department will be listed with the state Surplus Property agency to advertise it for public bid.

D. Purchasing Surplus Property

1. Departments may purchase surplus property by sealed bid, negotiated sale, public auction, or transfer from another state agency.

2. Purchases of surplus property from other state agencies must be made via a purchase order.

3. No employee may purchase surplus property that was removed from inventory by the department in which the employee works or has worked.

V. Revision History

A. February 17, 2011 – Adopted by Board of Trustees as part of UNCSA Policy Manual

B. September 12, 2016 - Revised to clarify who may purchase surplus property.


Surplus Property Procedures

Procedure 309

I. Removing Property from Inventory and Arranging Pickup on Campus

A. An Inventory Action Form form must be completed PRIOR to sending any items to our Surplus Property Warehouse or transferring items to another department.

1. A separate form must be used for each item.

2. Multiple items may be listed on one Inventory Action Form form when a group of like items without fixed asset decals is being declared surplus property. For example, if removing 20 student chairs from inventory, use one form for “20 student chairs.”

B. Central Receiving will handle delivery and pickup of your surplus property. Surplus property will be picked up within 72 hours of submitting the Inventory Action Form to the surplus email inbox.

II. Purchasing Surplus Items

A. If a department knows of items for sale by another state agency prior to it being placed on sealed bid, the department may negotiate a price with that agency

B. Parties interested in purchasing surplus property valued greater than $100 may view bid sheets, states classifieds, vehicles lists, and place bids on line at

C. During the Surplus Property Store/Yard Sale events, no employee may purchase items that were removed from inventory from the School or Department in which they work.

III. Picking Up Purchased Surplus Items

A. No labor will be furnished when picking up items from either the on-site satellite store or the state store in Raleigh.

B. Buyers must be prepared to carry the items they purchase at the time of purchase.