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Surplus Property Pickup

Description: 

This form should be used for departments that have excess (surplus) property that they want picked up. The Campus Equipment Management Department dispositions all surplus University property (equipment and non-equipment items) in accordance with University of California Policy BUS-38, "Disposition of Excess Property and Transfer of University-Owned Property.” If your department has University owned property that is no longer being used, please submit a Surplus Property Pickup Request.

The Surplus Department is unable to accept liquids, used light bulbs, any type of batteries whether computer related or household, or smoke detectors.

Please do not send supplies or equipment that have been designated to be destroyed. The surplus department does not have the means or ability to destroy property.

Used toners and print cartridges should be sent to recycling.

Used cardboard, packaging, food containers, ballasts and other trash should be sent to recycling.

List all items being sent to Surplus on the form – use multiple forms if necessary. Please indicate if the item is working or not.

Grant Funding

To make sure that we have clear title to the items being sent to surplus, we require that departments provide information about funding.

Electronic Data
If your surplus item is a computer, copier, or other items that may have a hard drive or memory, submit this request form to receive next steps and service tags. Once you receive the service tags, bring your equipment and service tag(s) to the Service Desk (COB1 127).

Lab Equipment Requiring Decontamination

No lab equipment/supplies will be accepted by the Surplus Department until it has been documented by EH&S as meeting the appropriate decontamination protocol. Examples of lab equipment/supplies requiring decontamination include:

  • Analytical instrumentation
  • Benchtops or counters
  • Biosafety cabinets
  • Centrifuges
  • Chemical storage cabinets/shelves
  • Fume hoods
  • Refrigerators
  • Glassware
  • Gloveboxes

EH&S must evaluate all lab equipment/supplies for potential hazards, chemical residues and proper decontamination needs. EH&S must also identify if chemical use/history, BUAs or RUAs are applicable.

The Surplus Department will forward a Lab Equipment Decontamination Clearance Certification to EH&S for completion. When the form is completed and returned to the Surplus Department, the Surplus Department will schedule a pickup of the lab equipment and /or supplies.

Lab and shop equipment must be cleared and tagged by EH&S before it can be sent to surplus. A decontamination label (Green Tag) must be attached to equipment before Facilities will remove it.

Capital Assets/Inventorial Equipment

The distinction between an inventorial and non-inventorial Equipment is more specifically defined on Equipment Management’s website. In general, if an item originally cost over $5,000 it would be considered inventorial equipment. If the item is inventorial equipment, please provide the Property Tag number. In addition, an Equipment Inventory Modification Request (EIMR) must be completed. The EIMR is available on Equipment Management - Equipment Inventory Modification (EIMR).

Who can request this Service?

If you have multiple items that need to be picked up, please attach an Excel Spreadsheet with the following information:

  • Description of Item
  • Quantity
  • Serial Number
  • Condition of item

A surplus tag will be issued for each item listed, and you will need to attach the tags to the items. If you have a box of office supplies, you can list it as “One Box of Office Supplies,” instead of listing every item.

What can I expect after submitting the ticket?

Requests to have surplus property picked up can take 1-3 weeks to fulfill, depending on the workload of Facilities Moving and Events Team.

  • Equipment Management will review the request and forward to the department CAO for approval.
  • After the Equipment Management Department has received the approval, a surplus tag will be assigned to each item. Tags will be forwarded to the requestor along with a memo providing further instructions.
  • The requester will attach the surplus tags to the items and notify Equipment Management that the items are ready for pickup.
  • Equipment Management will submit a work order request for facilities to pick up the surplus items.
  • Facilities Moving and Events Team will pick up the items and deliver to the surplus warehouse.
What are the operating hours for the service provided?

Support for this service is provided during standard operating hours: 8:00 a.m.-5:00p.m., Monday through Friday.

How do I Stop or Change this Service?

Requests to stop or change a ticket can be made by closing the request, or by requesting request closure in the comments of the request. Please include a brief explanation for the closure request.

Additional Resources

Below is a link to the policy that governs Surplus Property

BFB-BUS-38: Disposition of Excess Property and Transfer of University-Owned Property

Notes:

  • If you are interested in obtaining surplus property, use the Surplus Property Acquisition Request Option.
  • If you have questions regarding surplus policy, please use the Equipment Management General Request Option.
  • If you would like to schedule an appointment to visit the Surplus Warehouse, please use the Equipment Management General Request Option.

Other Information

Surplus items are first offered to other UC Merced departments for sale; then to other UC campuses (if valued at $50,000 or above); then the items are offered for public sale. Persons employed by the originating department and those employed by the Purchasing Department are not eligible to purchase surplus items from the University.
 

Distribution of Funds from Sales of Surplus (This is subject to change)
Funds generated from sale of excess equipment will be distributed in the following manner:

≤ $100 (per item or item lot) 100% of proceeds will be retained for Administrative/Program costs.

> $100 (per item or item lot) The first $100 and 10% of anything over $100 will be retained for Administrative/Program costs. Ninety percent of proceeds over $100 (per item or item lot) will be returned to the custodial department/FAU.

The distribution of funds will be reviewed annually and adjusted as needed to support the Administrative/Program costs.

Administrative/Program costs include pickup, storage, transportation, disposal fees, advertising, supplies and other costs directly related to the administration of the surplus program.