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SURPLUS PROCEDURES

All items purchased using funds deposited with the University are University property, unless specifically stated otherwise in research or project contracts. When University property has no further use to the University, it is to be disposed of according to university procedures.

The Purchasing Department with the assistance of Physical Facilities and the Office of Information Technology, is responsible for the disposal of all University surplus property. Purchasing personnel will assist in determining the value of the goods and the method of disposal.

Purchasing administers surplus disposal to meet the following governing priorities:

  1. Protect all BYU employees against compromising situations.
  2. Help BYU optimize its return for surplus property, by putting that property to the best use possible, allowing reallocation to meet needs within the University or selling for market value or as near market value as practical.
  3. Conduct sales in a manner that is fair and non-prejudicial to buyers, maintains BYU's reputation and ensures transactions are both legal and ethical. Purchasing avoids giving any particular buyer an exclusive opportunity to buy BYU property without giving others an equal opportunity; however, full-time BYU employees can be given limited opportunities to buy certain items before they are extended to the general public.
  4. Rather than devote resources to the sale of low-value items (where proceeds might do little more than offset expenses) BYU donates them to Deseret Industries, which functions as a retail outlet for low-value surplus items.

Capital Equipment

To surplus equipment with a BYU Inventory Control Number (ICN) or Serial Number email manageassets@byu.edu with the following information: BYU ICN and/or Serial Number, description, make and model, location of the equipment, your name, and department. Please note whether the department would like Physical Facilities to pick up the item or if they would like Purchasing to handle the sale. If an item is listed as Capital Equipment, Inventory Control will insure that it is delisted.

Non-Capital Equipment

If you are certain that the item has never been listed as Capital Equipment you may call Moving directly (2-2710) to have the item picked up. Items sent to moving become subject to their discretionary disposal policy, and the proceeds from the sale of goods will go to a central University fund. ALL items worth less than $50 should be sent to Moving and are still considered University Property. Departments are not generally authorized to conduct surplus sales or handle surplus transactions in any amount. University personnel who wish to obtain surplus items must do so through established surplus policy. Questions should be directed to the Purchasing Department, (2-3872).

The college or department that originally purchased the goods CAN receive credit from the sale of goods surplused through Purchasing with the exception of furniture or office computers (see below). Goods surplused through Purchasing that are presently worth $50 or more will be advertised on the Surplus Webpage (surplus.byu.edu) or another web-based site (eBay, Amazon, Public Surplus, KSL, etc.). Personnel, students and the public are invited to submit bids for these goods. Items advertised on the web will remain in the possession of the selling department until final disposition is determined. Purchasing may designate or authorize alternate sales channels to maximize the value received for surplus goods, including internet auction, targeted auction or trade-in, consistent with the objectives of BYU Surplus Policy. Proceeds from the sale of these items will be returned to the college or department less any fees associated with selling the items. If the item does not sell, the college or department may still be responsible for associated listing fees. Call Purchasing to request information on how to list your item(s) for sale (2-3872).

Physical Surplus Sales

Periodically, Moving, in conjunction with OIT, will hold Physical Surplus Sales to dispose of campus computers and furniture. Full time University Personnel & retirees will be admitted with a current University ID one half hour before the general public. To be notified of future Physical Surplus Sales, email surplus@byu.edu and ask to be put on the notification list.

Computers - Surplus computers and equipment are to be turned over to Information Technology Services for refurbishing. To initiate this process, email manageassets@byu.edu with information including the ICN and/or serial number, description, make and model, location of the equipment, your name and your department. Items will be made available to University departments, Church Headquarters, and BYU students through the rental program. Remaining equipment will be made available at Physical Surplus Sales.

Furniture - All furniture is owned by the University, regardless of whose funds were used to make the purchase. A department with surplus furniture should call Moving, ext. 2-2710, to pick up the items. A determination will be made by Physical Facilities to stock the items for reallocation, sell them as surplus, or take them to Deseret Industries.

Other Physical Surplus Sales

When a department has a large number of similar items to be surplused, Purchasing can authorize a physical surplus sale for that specific department. Items to be sold at these sales should still fit within the criteria outlined previously in this document. Departments sponsoring such a sale would be responsible for either hiring a cashier from Financial Services or securing petty cash to make change for cash transactions. Purchasing will work with the department to ensure proper pricing for items to be sold, as well as scheduling and advertising the event. If a department is interested in holding a physical surplus sale for their items, they should contact Purchasing authorize and manage the sale.

Research Equipment

When the Research Office has determined a sponsored project is finished, equipment will be declared surplus and made available for transfer to the sponsoring department, sold to another agency, or returned to the funding agency, as determined by the terms of the grant or contract.

Vehicles

The Campus Vehicle Committee identifies vehicles to be replaced and/or surplused and notifies the using department of the impending replacement. Both a Purchasing Agent and the Director of Transportation Services shall inspect the vehicle and provide a valuation based upon published industry sources. Purchasing and Transportation Services shall agree on an appropriate sales price. Purchasing will post surplus vehicles for sale at surplus.byu.edu. Vehicles are available on closed auction for a week. The public is welcome to bid, but during the first week, preference is given to BYU full-time employees. Non-employee bids will only be considered if there are no bids from full-time employees. Vehicles not sold on the one-week auction will be available for sale at the price listed.

Real Estate

The Administrative Vice President shall designate real estate properties that are to be used by the University and those which represent surplus property. All surplus real property will be sold through the Investment Properties Department, with appropriate support from General Counsel and Financial Services. Questions regarding surplus real estate should be directed to Investment Properties, ext. 2-3614.

Donations

The University does not normally make donations to other organizations. Colleges or departments who wish to donate to outside entities may do so with appropriate approval. Consideration is given by contacting the Purchasing Department, who will then request approval from the Administrative Vice President’s Office. If approval is granted, the item(s) must be declared surplus with an explanation of the donation emailed to manageassets@byu.edu with information including the ICN and/or Serial Number, description, make and model, location of the equipment and your name and donating department.

Payment

Payment must be received before the surplus items will be released to the buyer. Purchasing provides the buyer with an invoice and payment is made to the Department Deposit Cashier. Personal checks are accepted up to $500; credit cards are accepted up to $2500. A cashier, bank or credit union check must be issued for larger amounts.