Surplus Procedures

SURPLUS PROCEDURES

As stated in University Surplus Policy:
"All items purchased with university funds are university property, unless specifically stated otherwise (e.g., research or project contracts). When university property becomes obsolete, outdated, unneeded, or unwanted, it should be declared "surplus" and disposed of according to university procedures. Depending on the classification of the goods, the department that originally purchased the goods may receive the net proceeds of surplus sales.”

"The Purchasing Department with the assistance of Physical Facilities (Moving) and OIT Surplus Sales will administer this policy and any surplus equipment handling.”

The Surplus Team, comprising representatives from Purchasing, Physical Facilities, and OIT, manages surplus property according to these priorities:

• Protect BYU, its data, employees, and students from compromising situations.
• Steward university funds by making the fullest practical use of surplus property. This may include reallocating items within the university, using them to support student education, or selling them at or near market value.
• Conduct sales fairly and without prejudice, protect BYU’s reputation, comply with the law, and prevent conflicts of interest.
• Recycle or dispose of low-value items properly when sale proceeds would do little more than offset the cost of selling them.

Definition of Surplus
An item is surplus if it meets at least one of these criteria:

• No entity in the department needs it.
• It is being replaced.
• The department considers it to have no value.
• It is broken or no longer functions properly.

Standard Surplus Procedures apply to most campus property. Additional requirements for specific categories are listed below:

• Capital Equipment
• Technology
• Furniture
• Office Supplies
• Waste Materials
• Contracted Equipment
• Vehicles
• Real Estate

Standard Surplus Procedures

1. Check for use within the department. Before declaring an item surplus, consult line management to determine whether another part of the department can use it.
2. Submit the surplus form. Complete the surplus form and provide the the following information for each tracked item:
   
   1. Whether the item is capital or non-capital equipment
   2. Description and quantity
   3. Property tag (ICN) number, if available
   4. Serial number, if available
   5. Make and model, if available
   6. Physical location
   7. Steward or requestor
   8. Department and department contact information
   9. Whether the department will drop off the item or needs Surplus Team pickup
   10. Special instructions, such as available pick up times or access requirements
3. Move/Deliver the items. Contact Moving, Receiving & Office Furniture at 801-422-2710 to arrange for moving standard surplus items. Contact IT Surplus for technology items at 801-422-9355. You can also deliver items to the Surplus warehouse at the Ellsworth Building. If requested, the IT Surplus team may pick them up, subject to availability.
4. Determine disposition method by Surplus Team. The team will repurpose, sell, or dispose of items under university procedures. Department input on potential buyers or item value is welcome.
5. Understand how sale proceeds are handled. Proceeds from non-contracted surplus property are not returned to campus units. An exception may be considered when proceeds from one item or a group of related items exceed $5,000 and the original purchase was not funded by church appropriation. A campus unit seeking an exception should consult the Managing Director of Purchasing and Travel, the Assistant Administration Vice President for Finance, or the Office of the Associate Academic Vice President for Research and Graduate Studies. Proceeds from contracted property are distributed according to the grant or contract terms.

Capital Equipment

Capital equipment is equipment or another item originally purchased for $5,000 or more. Consult Asset Management to determine whether an item is classified as capital equipment; Asset Management maintains the university’s capital equipment database.

In addition to contacting the Surplus Team, email Asset Management at am@byu.edu. Include:

• Description and quantity
• Tag number(s)
• Serial number(s)
• Make and model
• Location
• Steward or requestor
• Department and department contact information
• Whether the department will drop off the item or requests Surplus Team pickup
• Special instructions, such as available times or pickup or access requirements
• Reason the equipment is being declared surplus

Do not move the item to the Surplus Team warehouse until Asset Management confirms the asset removal request by email.

Technology

Technology includes equipment used to collect, transfer, store, present, or process data, including audio and visual equipment. Examples include computers, monitors, tablets, phones, servers, lighting, speakers, televisions, and related accessories. Low-value items such as shredders, mice and keyboards do not apply to these procedures.

1. Approval and Notification - Before declaring technology surplus, consult line management, the campus unit’s CSR, and the Finance Business Partner. Provide all information required by the Standard Surplus Procedures.
2. Data Security - Securely erase data from devices such as disk drives, scanners, and copiers before transferring them to another area. For transfers within a department or elsewhere on campus, the department’s CSR should perform the erasure before the device is sent to Surplus. For surplus leaving campus, the Surplus Team will perform it. If a device cannot be securely erased, the Surplus Team will ensure it is properly destroyed. BYU software and data may not be reinstalled on a device after it is sold. See the Appropriate Use of Information Technology Resources Policy.
3. Passwords and Device Settings - Before transferring stewardship, remove all passwords and linked accounts, including Apple IDs and BIOS passwords. Otherwise, the device may become unusable. Reset devices to factory settings as well.
4. Electronic Hazardous Waste - Batteries and monitors may require special recycling. Separate loose or expanding batteries from other items because they pose a fire risk. Keep broken glass separate and clearly marked. Technology that may have contained hazardous chemicals may require additional procedures. See the Risk Management and Safety Policy.
5. Employee Specific Devices - Employees may purchase devices they used only through standard surplus sales. Items may not be held or reserved. Cell phones and tablets are the exception and are covered below.
6. Cell Phones and Tablets - The most recent user may have the opportunity to purchase a phone or tablet through the following process:
   
   1. The Finance Business Partner approves the sale after the items has been declared surplus.
   2. The Surplus Team sets the price and gives the employee the opportunity to purchase the device.
   3. If the employee proceeds, the device is confirmed to have been reset to factory settings, and payment is collected.
   4. If the employee declines, the item follows Standard Surplus Procedures. See the Sales section below.

Furniture
Furniture includes items used to make an office or workspace suitable for work.

• Movable furniture: Filing cabinets, desks, chairs, couches, floor mats, and appliances follow Standard Surplus Procedures.
• Fixed furniture: Modular walls, dividers, under-desk drawers, desktop surfaces, overhead bins, and lighting are managed through work orders and service requests issued by Facilities Planning within Space Management. Contact Campus Facilities Planning at extension 2-5474 to modify, move, remove, or request fixed furnishings.

Office Supplies
Office supplies are generally low-value or consumable items, such as staplers, paper shredders, scissors, books, and inbox trays. They may be described in broader terms than other items (for example, “one box of office supplies”).

Unneeded or used consumables, such as loose paper, empty cardboard boxes, binders, and writing utensils, do not need to follow Standard Surplus Procedures and may be disposed of immediately. Use good judgment; contact the Surplus Team if you are unsure.

Shred printed documents containing sensitive information according to the Information and Records Retention Policy.

Waste Materials
Waste material is leftover material from a project that line management determines is not practical to reuse on campus. Examples include removed construction materials, small leftover pieces of lumber, and used paving stones.

Material designated for disposal remains subject to university policy. Line management may offer it to employees through the Surplus Team by targeted sale or auction, but it must be offered to a group, such as a shop or department—not to an individual. The person who authorized disposal may not purchase the material. These requirements help ensure good stewardship and prevent conflicts of interest.

Line management must send the Surplus Team a written record confirming that the material is waste and identifying the group to which it was offered. Line management may suggest a price, but the Surplus Team sets the final price.

Contracted Equipment
Contracted equipment includes items purchased under a grant, research agreement, or other contract, as well as equipment donated to the university. These items must meet all applicable contractual obligations. For example, a centrifuge purchased with grant funding is contracted equipment.

University policy provides that, when a sponsored project is complete, equipment may be transferred to the sponsoring department, sold to another entity, or returned to the funding agency, as required by the grant or contract. After consulting the Research Administration Office, follow Standard Surplus Procedures to the extent allowed by the contract. See the University Surplus Policy.

Vehicles
Vehicles include equipment that typically operates under its own power, has a state-issued title, or has a vehicle identification number (VIN), such as cars, trucks, and vans. The definition may also include specialized vehicles, such as golf carts or other drivable equipment.

Vehicles do not follow Standard Surplus Procedures. They are managed by the University Surplus Vehicle Committee. See BYU Surplus for details.

Real Estate
Real estate does not follow Standard Surplus Procedures. The Administrative Vice President and CFO designates which properties the university will use and which are surplus. The Investment Properties Department sells surplus real estate, with support from General Counsel and Financial Services. Direct questions to Investment Properties at 801-422-3614.

Final Disposition of Surplus Items

Repurposing
The Surplus Team may return usable items to campus based on their condition, age, leasing pool needs, and market factors. Examples include computers in the rental program and used furniture. The team determines any leasing or repurposing prices. Leased computers and used furniture are available on a first-come, first-served basis.

Selling
The Surplus Team manages all surplus sales. Departments may not sell surplus property or handle surplus transactions. Employees must obtain surplus items through established procedures. Sale proceeds are transferred to the university’s general fund for redistribution under university policy. This process helps prevent conflicts of interest.

The Surplus Team may list items at purchasing.byu.edu, itsurplus.byu.edu, or other online marketplaces, including eBay, PublicSurplus.com, and local or industry-specific sites. Employees, students, and members of the public may buy listed items or submit bids. Items must be transferred to the Surplus Team before they are listed.

To maximize value while following the governing priorities above, the Surplus Team may use other sales methods, such as online or targeted auctions or trade-ins. Sales must be offered to a group, such as a department, university employees, or the public. A sale to a specific individual requires the Authorization For Faculty To Purchase Or Transfer Equipment form.

The Surplus Team periodically holds sales at its warehouse. Full-time university employees and retirees may sometimes enter before the general public by presenting a current University ID. The Surplus Team determines when this access is available. To learn about upcoming surplus sales join the email list or visit their website at itsurplus.byu.edu.

Software may be sold only when university license agreements allow it. For example, computers will not include certain applications, such as Microsoft Office or Adobe Creative Suite. When possible, the Surplus Team will install the most current operating system permitted by the applicable license agreements.

A specific item may be sold to an employee only with academic and administrative vice president approval and through the Surplus Team. Before pursuing this option, departments should consider whether another part of the department needs the item and how replacing it would affect the department’s budget. Submit the Authorization For Faculty To Purchase Or Transfer Equipment form.

The Surplus Team sets sale prices and seeks fair market value while considering warehouse space constraints. The team may discount an item at its discretion, such as when it is not selling quickly enough.

Payment
Payment methods vary by purchase type. Payment instructions are provided at the time of purchase. Buyers must show proof of payment before an item is released.

Disposal
Items designated for disposal, including items awaiting pickup, are not available for individuals to take or purchase. Surplus Procedures still apply.

Hazardous waste, including items containing dangerous chemicals, must be handled in coordination with Risk Management under the Risk Management and Safety Policy.

Donations
University policy states that donations to outside organizations are generally not made, though exceptions may be approved by the Administration Vice President and CFO. See the University Surplus Policy.

University policy states that donations to outside organizations are generally not made, though exceptions may be approved by the Administration Vice President and CFO. See the University Surplus Policy.

To request a donation, contact the Surplus Team. The team will seek approval from the Assistant Administration Vice President’s Office. If approved, the items must be declared surplus and processed through Standard Surplus Procedures before donation. Email an explanation of the proposed donation to surplus@byu.edu. The Surplus Team may use the list of charities approved by the Assistant Administration Vice President. Departments must obtain approval from the Administration Vice President and CFO.

Contact
Consult line management, department heads, and Finance Business Partners first. For additional questions, contact:

• Purchasing: 801-422-3872
• OIT Surplus: 801-422-4386
• Moving: 801-422-2710

Updated: October 19, 2026