Central Stores will advertise the surplus items of value as described below. We will do so to ensure the integrity of the disposal process and to provide equal access for anyone interested in purchasing surplus materials and/or equipment from the University.
||Most surplus items of value will be first offered to other University departments. This will be accomplished by posting on the University’s Surplus Property website. The items will be available on a first come, first serve basis, for a period usually not to exceed (90 days).
||Items not sold through STEP 1 will next be offered for sale to University employees and to the general public. Disposition to the public will be determined by the Director of Materials Handling in what is deemed to be in the best interest of the University. Available items will be posted on the University’s SP website. (Items may be purchased on a first come, first serve basis.)
||Items not sold through STEPS 1 and 2 will be batched and offered for sale via a public auction or tag sale. This sale will be conducted periodically and notices showing dates, times, and location will be published in local newspapers, University publications and posted to the University’s Central Stores website.
||Certain items may be offered for sale through a sealed bid process. If so, a notice will be placed in local newspapers explaining what is for sale and when and where sealed bids must be dropped off. Sales are to the highest bidder, but the University does reserve the right to reject any or all bids received. All sealed bids are handled through the Department of Purchasing.
If a fair price cannot be determined, those items will be appraised.
Entities Eligible for Donations
- To state agencies.
- to state-supported or state assisted institutions of higher education.
- To tax-supported agencies, municipal corporations, or other polical subdivisions of this state, private fire companies, or private nonprofit emergency medical service organizations.
- To nonpublic elementary and secondary schools chartered by the state board of education under section 3301.16 of the Revised Code.
Selected items may be offered to other nonprofit organizations or municipalities before offering the items to University employees or the general public, if it is determined to be in the best interest of the University. Departments that wish to donate items to nonprofit organizations must submit the items to the Manager of Central Stores for proper approval.
Donation programs shall be reviewed, approved and established by the Director of Materials Handling. Legal Counsel shall review all requests by nonprofit organizations to verify their status.
General Procedure for Recycling Surplus Property
Declaration, Pricing and Transfer of Surplus Property
- To declare property as surplus, a Disposal Request must be completed in the Surplus Property System, which will automatically be sent to Central Stores once it is completed and authorized. The Surplus Property System can be accessed through Zipline on the university's main page.
- If the item(s) are large and/or bulky, the Surplus Property Supervisor or his-her designee, will inspect the item on location before it is moved.
- A minimum acceptable price for most surplus items can be shown on the Disposal Request when the owning department initiates it. This price will be used as a guide for disposition.
- Do not send or take items to Central Stores without approval. Central Stores will normally have the items picked up by Special Services as space becomes available.
- If an item cannot be sold and Central Stores is not able to dispose of the item through our normal on-campus scrap removal service, recycling program or donation, the owning department may be responsible for that disposal cost.
- If a department is purchasing new equipment and is considering any type of trade-in, the owning department must contact the Director of Materials Handling and the Department of Purchasing prior to releasing any University property.
- The owning department must reference the trade-in on their Department Requisition. The requisition, which is sent to Central Stores, should include a complete description of the item(s) to be traded in, this would include model, serial number, and inventory tag numbers. Central Stores will contact the owning department to discuss disposal alternatives.
- The SPR program will automatically work with Property Accounting to update the owning department's inventory records.
Storage of Surplus Property
Department head identifies material or equipment he/she wants to store. The following factors need to be evaluated:
- Short or long term storage
- Space available (internal -- external)
- Cost effectiveness (sell vs. store)
- Man hours needed to relocate
Items identified for storage need to be evaluated periodically as follows:
- Length of storage (inform department).
- Needs of other campus departments.
- Storage no longer needed, refer to surplus property manual.
Loaned and/or Internally Transferred Property
It is not the intention of the SPR program to discourage lending and/or internal transfer of property. It may often be desirable to borrow or reassign property from one unit to another. In these instances, it is not necessary to declare the property as surplus. However, Property Accounting must be advised (via the Move and Change Accountability Report) of the transfer of any items, which have assigned inventory tag numbers, so that property records may be adjusted.
Disposition of Proceeds from External Sales
- If no internal buyer can be found, the property will be considered surplus to the University and, consequently, available for sale externally to private individuals or organizations. Purchases may be made with Visa, MasterCard, Discover card, personal checks up to $500 and certified or cashiers check for purchases over $500.
- The following policy will apply to external sales:
- Sales are on an “as is” and “where is” basis with no warranties expressed or implied.
- All sales are final with no returns or refunds allowed.
- Items must be picked up within 24 hours unless other arrangements are negotiated.
- Sales and service fees may apply.