The Surplus Property Office is charged with disposition and reutilization of all University

SERVICES

Surplus Property provides the following services to campus departments:

• Free pick up and delivery of excess property utilizing two trucks and a semi tractor/trailer
• Pick up used laser & printer cartridges
• Sell excess property to other departments and to the public distributing funds to the releasing department depending on a fee schedule
• Contact departments looking for specific items
• Process trade-in paperwork
• Process transfer of University property to other government agencies, including transfers to other universities
• Notify Property Management of the disposal of capital equipment

DISPOSAL FORM

All disposals are generated by completing a Request for Authorization to Dispose of Property form, which can be accessed through eforms RADP.

Form Instructions

Several fields on this form are self-explanatory. Those needing explanation are detailed below. NOTE: Surplus Property will complete all gray shaded areas.

Bldg/Room Number: Record the building number and room number where the item(s) is(are) currently located.

Authorized Signature: The person having authority to release equipment must sign. An authorized signature sheet showing the person authorized to dispose of equipment and their signatures must be on file at Surplus Property. Authorized signature sheets may be obtained from Surplus Property.  The person signing is verifying that the conditions have been met.

Check appropriate box:

Turn in to Surplus Property - Check this block for authorization to have equipment picked up or to bring equipment to Surplus Property warehouse to be disposed of by sale, scrap or any other method determined appropriate by Surplus Property. Once Surplus Property receives property, it is determined to sell in a public sale or retain for department purchase, see Buying Info Tab. 

Trade in to - Check this block if equipment is to be traded in for an upgrade and record the name of the company accepting the trade and the dPR (Purchase Requisition) number. List the items being traded and the value being received.

Special Bid Sale - Check this block to sell specialized equipment that has a high dollar value or that has unique conditions, such as being too large to bring to the Surplus Property facility for sale. In addition to the disposal form, send a memo indicating potential buyers and their contact information. Surplus Property will indicate on the space provided the date of the sale or the sale number.

Interagency Transfer To - Check this block if equipment is for sale to another State, Federal or allowable nonprofit agency, enter the name of the agency on the space provided. Attach a memo outlining the terms of the sale and the contact information of the purchaser.

Other - Check this block if none of the above apply and indicate the action to be taken.

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Routing
Retain a copy of the disposal form for your records.
Fax completed form to Surplus Property at 520-798-0719

POLICY & PROCEDURES

Any and all personal property in University custody, whether capital or not  is considered University property.  Disposal or relocation of any and all University property will be in accordance with Surplus Property procedures.

Donating University Property

The Arizona Revised Statutes prohibit State agencies from giving away property, fair market value must be received in kind. In compliance with these statutes, the University prohibits the donation of University property. Individuals desiring to donate University property may purchase that property at a public auction with their personal funds for that purpose.

Disposal of University Property

Federal titled property cannot be disposed through Surplus Property.  The following is a list of disposal methods:

Turning in University Property: University property that is no longer in use must be turned into Surplus Property for redistribution or disposal. All sales, disposals and transfers of all University property must be processed through Surplus Property.  Once Surplus Property receives the material, it is determined to keep for redistribution within in University system or put into a public auction.

Trading In University Property:  University departments may trade in University property for new items, on the condition that a product or service will be acquired.  Please note: a trade that results in the department receiving funds in addition to a new item is considered a sale not a trade.

Special Bid Sales: Special Bid sales are conducted on property that is unique or that has a high dollar value.  Once Surplus Property receives the disposal form, a bid form is generated and department approval is requested. The bid form is sent to potential buyers for bidding. The University of Arizona is required to advertise the equipment for sale, which the costs are deducted from the sale proceeds. After the bid closing date, Surplus Property tabulates the bids and sends the list for department approval. The department has the right to reject or accept high bid. Minimum bids may be established on the bid form, however, it is discourage to post because bids that are received close to the minimum will not be accepted.

Interagency Transfer to:  It is possible to sell to another government agency or public institution. A agreed price is established by the department, the purchaser and Surplus Property.  Surplus Property will invoice the purchaser and monitor payment.

Intra-University Sales: University property may be sold to another University department.

Cannibalization: University property may be cannibalized for parts to repair other university equipment.  Notification is sent to Property Management for equipment that contains an A-Tag, property control number.

Surplus Property receives all funds from the sale of property and deposits in a holding account.  After the account is reconciled funds are distributed to the owning department according to the following fee schedule:

FEE STRUCTURE

Funds Received              Distribution to Dept                      Surplus Property Commission

Up to $50                        $0                                                    All

$51 - $500                       40% over $50                                        $50 + 60% over $50

$501 - $1000                   50% over $50                                        $50 + 50% over $50

$1001 - $5000                 60% over $50                                        $50 + 40% over $50

Over $5000                     70% over $50                                        $50 + 30% over $50

For Special Bid sales: the distribution to the department is 80% and Surplus Property commission 20% with a cap on Surplus Property commission of $1200.  In addition, advertising costs are deducted from the sale proceeds.

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