Turning-In Surplus Property

1. Once an item has reached the “end of its useful life” for a department, the budget unit administrator should complete a Surplus Pick-up form (PDF) by visiting the Procurement Services web site.
2. The completed form is then faxed (1-8870) to Central Receiving. NDSurplus then schedules the item(s) to be picked up either by NDSurplus or General Services staff. Items must be emptied of all contents. Items would be transported to the NDSurplus warehouse for sale. In some instances, Departments and NDSurplus may choose to keep items in the respective department until its final disposition, e.g., laboratory equipment.
3. Information about the item will be extracted from the Surplus Pick-up form and entered into a surplus property database by NDSurplus staff. A current inventory listing is available for viewing on the NDSurplus web page (check Current Inventory listing).
4. Items will be scheduled for pick-up within 5 business days.

PLEASE NOTE : The department should contact NDSurplus and have the items that are to be replaced added to the surplus inventory when replacement items are purchased. In some instances, coordination will occur with the University Architect or Facilities Service’s Interior Designer notifying Surplus Property in advance when furniture is being replaced. If another department has identified a need in advance of the property being sent to Surplus Property, it may be transferred directly to that department rather than relocated to Surplus warehouse. NDSurplus staff will assist you in completing all of the documentation and arranging for the pickup and delivery.

Items Not Handled by NDSurplus

Appliances with compressors, coolants or capacitors; food products; contaminated laboratory ware; items containing hazardous ingredients or materials; radio active or bio-hazard material; plate glass; chemicals; any equipment with asbestos; paints and paint removers; batteries; tires; lighting ballast and computer software; items that present physical dangers; light bulbs; animals.

Federal Grant or Contract Funds

Disposal of surplus property originally procured with federal grant or contract funds shall be in accordance with the terms of the grant or contract. Therefore, all items purchased on a grant or contract to be disposed of must be approved by Research and Sponsored Programs Accounting (RSPA) prior to being sent to Surplus Property for disposal.

Funds received from the sale of grant and contract items will be dispersed in accordance with the grant or contract or University Policy.

Disposing of Equipment Greater Than $2,500

The originating department must fill out an Asset Disposal Form for all items with an original purchase price of $2,500 or more. It must be forwarded to Asset Accounting notifying them that the item is being transferred to Surplus Property.