Surplus Property Policy Policy is located within the Finance and Operations Policy Library – http://und.edu/finance-operations/_files/docs/5- 2-surplus-property.pdf http://und.edu/finance-operations/_files/docs/5- 2-surplus-property.pdf The policy was updated as of February 22, 2013 Definition: University owned property in excess of the needs of a department.
Surplus Property Policy Covers ALL property owned by UND regardless of dollar value – Appropriated Funds – Local Funds – Federal Funds – Donations
Surplus Property “Paths” Equipment Transfers Surplus Property – Computers – Major Equipment – Minor Equipment
Equipment Transfers If your department has identified property that it no longer needs, and you are aware of another department that can use the item(s), you can complete either a Major or Minor Equipment Transfer form and submit it through the Surplus Property process – This will ensure that the item will be transferred without cost to your department Surplus Property staff will arrange to have the item moved – Forms that contain major equipment items will be submitted to Asset Management by the Surplus Property staff – This is not intended to be used for moving goods within your own department
Surplus Property Process SPD - Computers Desktops, Laptops, iPads, iPods and Monitors (17 Inches or Larger) – Original Purchase Price < $5,000 Form - Surplus Property Disposal – Computers – Facilities Management website, Select Surplus Property or select Surplus Property on A-Z list
Surplus Property Process SPD – Computers “Contacted UND Tech Support at 7-3945” – Facilities Management coordinates surplus computers with Josh Jones, UND Tech Support – The Department with surplus desktops, laptops or monitors should contact 7-3945 before they fill out the Surplus Property form – If Josh determines the item(s) is at a level that would be useful to other departments Josh will arrange to have the item picked up.
Surplus Property Process SPD – Computers If UND Tech Support is not interested in the item, fill out the Surplus Property Disposal – Computers and submit. The Surplus Property staff will arrange to have the desktop, laptop and/or monitor picked up. Desktops, laptops, iPads, iPods and monitors are not available through Surplus Property once they have been picked up. Surplus Property staff remove the hard drive and the hard drive is shredded The computers/monitors are recycled through a program with Apple Computer
Surplus Property Process SPD – Form A Two Criteria (both must be met) – Original Purchase Price LESS Than $5,000 – Current Value of LESS Than $500 Form - Surplus Property Disposal – Form A – Facilities Management website, Select Surplus Property or select Surplus Property on A-Z list
Surplus Property Process SPD – Form A Description of Item – if there are several of the same item (i.e. 10 chairs) these can be put on one line as long as the condition is the same for all of the items. Condition – the box checked on this form tells the Surplus Property staff the next step in the process so it’s very important that this box is filled out. – If there will be items that are both usable & nonusable it would be easier for record keeping if these items are submitted on separate forms. Safety Office Form 205A – this form is found on the Campus Safety & Security website under Forms and it’s called the “Decontamination of Equipment Form.” The UND Asset Tag should be removed from the item by the department before it’s picked up.
Surplus Property Process SPD – Form A Surplus Property Staff Steps: 1.Is the form filled out completely? If not the department will be contacted. 2.Is the item Usable/Working? The Surplus Property staff will contact the department to submit pictures of the item(s). The pictures will be posted on the Facilities Management website daily and will remain on the website for 2 weeks. – The picture will include a brief description and the UND phone number for the person that could answer questions about the item that is available. – To determine how much longer an item is on the website hover the mouse over the picture for the removal date.
Surplus Property Process SPD – Form A If another department wants the item, they should contact the department phone number listed to tag the item and then contact Surplus Property staff with delivery info and they will remove the picture from the website and generate a work order to get the item moved. If there is no interest in the item once the two week period has passed, the Surplus Property staff notify State Surplus Property to see if they want the item(s). If State Surplus Property is not interested in the item, the Surplus Property staff will generate a work order to pick the item up. 3.Is the item Nonusable/Nonworking? If yes, the Surplus Property staff will submit a work order to have the item picked up from the disposing department. The item(s) should be picked up in 5-7 business days.
Surplus Property Process SPD – Form B Two Criteria (ONE must be met) – Original Purchase Price $5,000 or Greater Includes computers with original purchase price of > $5,000 (include serial number of computer on form) – Current Value of $500 or Greater Form - Surplus Property Disposal – Form B – Facilities Management website, Select Surplus Property or select Surplus Property on A-Z list
Surplus Property Process SPD – Form B One form needs to be filled out for each surplus item that meet the criteria. The Funding Source information is critical because if the item was purchased with grant funds the Surplus Property staff have the form reviewed by Grants & Contracts before next steps are taken. Once the item has been reviewed by Grants & Contracts the same process is followed as mentioned above for SPD – Form A.
Surplus Property Process SPD – Form B The Asset Tag number needs to remain on the item. This number will not change if the item is transferred to another UND department. If the item is going to be sold Surplus Property staff work with the Purchasing Department to get the item advertised. After the item has been transferred to another department or removed for disposal a copy of the SPD – Form B is submitted to Asset Management by Surplus Property staff. – A Major Equipment Transfer form must also be included if the item is transferred to another department. The Surplus Property staff work in conjunction with Asset Management to prepare a report for the State Auditors that report on the disposal of property disposed of on SPD – Form B.
Surplus Property Frequently Asked Questions I have an item that no longer works – can I just throw the item away? – No, the item has to go through the surplus property process even if it’s not working. How frequently are the pictures updated on the website? – The pictures are updated daily on the website. As a UND employee can I purchase the surplus item? – There are some items that are sold through a bidding process, but the current value of the item typically must be at least $500.