11.5.1 Surplus Property

Printable Version

Effective Date:

6-7-65

Revision Date:

10-25-19

The Chief Financial Officer is authorized to use the following procedure in handling surplus property:

  1. If a department has no further use of an item it is declared surplus to that department.  The item will then be reviewed by the Purchasing Department which, in its sole discretion, will determine whether it (a) is damaged or aged with no market value or (b) will be added to surplus inventory.
  2. Damaged or aged items deemed to have no market value may be disposed of immediately by donation to a community organization, recycling, or other means.
  3. All other items will be transferred to the Purchasing Department to be added to surplus inventory and posted for internal viewing only on the Purchasing Surplus portal.
  4. Each department will be able to view available surplus items utilizing the Purchasing Surplus portal.  If a department selects a surplus item through the portal, designated Purchasing Department staff will transfer the item as requested.
  5. If no department or function has use for such an item, and the Purchasing Department determines, in its sole discretion, that the item has market value, the item will be publicly posted using the Purchasing Surplus portal.  Items shall be posted for a designated time frame determined by the Purchasing Department.
  6. Internal staff may bid on publicly posted items during the posting timeframe.  Received bids are sealed automatically by the Purchasing Surplus portal and will be reviewed by the designated Purchasing Department staff upon posting closing.
  7. Public buyers of surplus items shall pay for selected item through the Purchasing Surplus portal by approved means.
  8. If an item has no buyer during its public posting timeframe, the item may be disposed of by donation to a community organization, recycling, or other means.

Authority for Creation and Revision


Minutes of the Board of Regents, June 7, 1965; para. .244M. 
Administration, September 25, 1973.
Minutes of the Board of Regents, October 25, 2019


Last Review Date: October 2019


The Chief Financial Officer is authorized to use the following procedure in handling surplus property:

  1. If a department has no further use of an item it is declared surplus to that department.  The item will then be reviewed by the Purchasing Department which, in its sole discretion, will determine whether it (a) is damaged or aged with no market value or (b) will be added to surplus inventory.
  2. Damaged or aged items deemed to have no market value may be disposed of immediately by donation to a community organization, recycling, or other means.
  3. All other items will be transferred to the Purchasing Department to be added to surplus inventory and posted for internal viewing only on the Purchasing Surplus portal.
  4. Each department will be able to view available surplus items utilizing the Purchasing Surplus portal.  If a department selects a surplus item through the portal, designated Purchasing Department staff will transfer the item as requested.
  5. If no department or function has use for such an item, and the Purchasing Department determines, in its sole discretion, that the item has market value, the item will be publicly posted using the Purchasing Surplus portal.  Items shall be posted for a designated time frame determined by the Purchasing Department.
  6. Internal staff may bid on publicly posted items during the posting timeframe.  Received bids are sealed automatically by the Purchasing Surplus portal and will be reviewed by the designated Purchasing Department staff upon posting closing.
  7. Public buyers of surplus items shall pay for selected item through the Purchasing Surplus portal by approved means.
  8. If an item has no buyer during its public posting timeframe, the item may be disposed of by donation to a community organization, recycling, or other means.