Your Department

Surplus Procedures

Procedure for declaring an item surplus:

Complete the Surplus Property Report form(s) and label(s) for each item or lot (labels are available from the Surplus Property Office, phone, 231-5660).

  1. Click here to download a Surplus Property Report form.
  2. Attach the label to each item or lot. Non-equipment items such as chairs, tables, desks, miscellaneous office supplies, etc., may be grouped as one lot.
  3. Send the completed form to: Surplus Property, Mail Code 0359. This form will provide notification to the Property Control Office that a fixed asset is being relocated from departmental inventory to the surplus property warehouse.
  4. Surplus Property will notify you when the item or items will be picked up. Typically pickups are made within two to three weeks unless there is a conflict with an auction or storage space is not available. Larger items may take longer to pick up.
  5. Departments are responsible for assuring that all computer hard drives are erased i.e., free of all data and software. See Surplusing Your IT Equipment for more details.
  6. Computer monitors contain toxic elements, therefore, Environmental, Health and Safety Services is responsible for the disposal of broken/nonworking computers monitors. For more information please see this web site http://www.ehss.vt.edu/Programs/LSD/hazardouswaste/ewaste.htm.

Procedure for obtaining items from the Surplus Property Warehouse:

  1. Call ahead to ensure staff is available, then visit the warehouse to view items in inventory.
  2. Complete a Surplus Property Internal Transfer Authorization form for the items you wish to obtain (item, description and cost to be filled in at the time of purchase).
    • Click here to download a Surplus Property Internal Transfer Authorization form.
      Note: An authorized signature, org number (department number) and fund number must be on the form before the item can be removed from Surplus.
      Note: The Surplus Property Internal Transfer Authorization form is ONLY to be used to transfer items from Surplus Property to departments. Departments shall not use the form to transfer items from one department to another department.
  3. You will need to make arrangements for transportation of the item to the desired location. If the item is too large or if assistance is needed in transporting the item, submit an Inter-Departmental Service Request (ISR) to Physical Plant.

Surplus Property Auctions and Screening:

  1. Approximately eight public auctions are held per year at the Surplus Property Warehouse.
  2. Virginia Tech employees may bid for and purchase surplus items up to a limit of $500 per item or lot.
  3. The proceeds from auction sales are returned to the university general fund. Departments may receive sale proceeds if an individual item being sold is expected to bring at least $1,000. The Budget Office must approve this in advance of the sale.

State and Federal Surplus Property

University departments may purchase state and federal surplus property items from facilities located in Richmond and Wytheville. Contact the Surplus Property Manager at 231-5660 for details.

Transfer of Equipment from the University to Other Domestic Institutions

Per Policy 3951 Transfer of Equipment from the University to Other Domestic Institutions:

"The University purchases or fabricates thousands of pieces of equipment worth tens of millions of dollars each fiscal year. There are five major sources of funds used to acquire equipment: state funds (including Education and General and recovered overhead), Equipment Trust Fund proceeds, grants and contracts or sponsored projects funds, donations or “in-kind” gifts, and capital outlay funds or bond proceeds. Because of the extensive involvement of faculty in the creation of proposals for grants and contracts and in solicitations for donations, misconceptions about ownership sometimes arise, especially when faculty members leave the employment of the university and wish to take equipment with them. This policy clarifies the University’s ownership interest in equipment and specifies the limited circumstances under which equipment may be transferred to other institutions. If the receiving institution is outside the United States, additional procedures are necessary to ensure compliance with various security or export control laws and regulations. These additional requirements are not included in this policy."

Go to this web site to review the entire policy http://www.policies.vt.edu/3951.pdf.

 

Last Updated: July 1, 2006