SUPERCEDED Ohio University Policy and Procedure

Procedure for Disposition of Surplus/Excess Equipment

SUPERCEDED on April 23, 2007

Current Version

Procedure No.:   55.071

Page No.:        1 of 1

Date Issued:     12/01/97

Issued By:       Sherwood Wilson

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To provide a standard procedure for the disposition of surplus/excess property which complies with applicable laws and insures maximum use of property prior to sale and then maximum income from property at the time of sale.


Any department which declares as surplus or excess State or University property will contact the Facilities Management Division. The property will be removed from the department for disposition either through transfer to another University department or public sale. No one is permitted to dispose of any surplus/excess property except by the procedure outlined in this policy. This policy does not affect the procedures of Policy 44.108 Hazardous Waste Policy.


  1. Every department and/or planning unit should have an individual who is authorized to determine when property (equipment, supplies, or other material assets) is no longer useful to the department. Equipment used as a trade-in as part of the purchase of new equipment is not considered surplus.

  2. When a determination is made that property is no longer useful the authorized person will call Facilities Management to arrange for disposition.

  3. Facilities Management will:

    • move the surplus property to the designated sale location as soon as possible;

    • record the item description, serial number, and general condition;

    • add the item to the surplus property inventory if it has economic value and direct it to the recycling program if it does not;

    • locate inventory control numbers and report to Inventory Control for removal from the department's inventory; and,

    • prior to a public sale, surplus items will be available to university departments for the cost of handling the items.

  4. In cases where the income generated from the sale of a surplus/excess item is greater than $500, fifty percent (50%) of the proceeds will be returned to the contributing department. When the proceeds are critical to provide funding for the replacement of a similar item, departments may request up to 90% of the proceeds from the sale by submitting written justification to the Director of Facilities Management.

  5. Facilities Management will refer items which are estimated to be over $10,000 in value or which are not suited for a typical public sale (for example, airplanes or buses) to the Purchasing Department for sale by sealed bid.

  6. Disposition of surplus/excess property on regional campuses will be managed by the regional campus dean. The regional campus dean will ensure that procedures outlined in this policy are followed.

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Dick Piccard revised this file ( on April 25, 2007.

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