Oregon State University

804: Surplus Property

Property Management Policy & Procedure Manual
Section 800: Equipment Disposal
Effective: 07/01/1971
Revised: 08/17/2011

Purpose

To facilitate the reuse and disposal of excess departmental property in compliance with State of Oregon Departments of Administrative Services policies.

Background Information

The Surplus Property department is a self-sustaining unit of OSU.

Policy

All excess state owned property must be disposed of through the OSU Surplus Property department.  Experiment stations, extension offices and other remote sites must bring their surplus items to the Surplus Property department in Corvallis.  Surplus property is taken on a consignment basis.

All sales of state owned property to outside individuals or agencies are prohibited except for sales through the Surplus Property department.

Exemptions

Excess property authorized for disposal by transfer, or trade-in.

Procedure

Disposal of Excess Property

Responsible Party Action
Department
  1. Complete and submit to Property Management a Surplus Property Pick-up Request (SPR) Worksheet that lists all items to be collected by Surplus Property.  Hard copy and online SPR forms are available on the Surplus Property Website.
Surplus Property
  1. Review list and verify that all capital assets are eligible for collection and disposal.  (Surplus Property will not collect or dispose of federally or other owned property.)   
  2. Schedule an appointment with department (if necessary or requested) for collection of surplus property. 
  3. Collect surplus property and relocates it to surplus warehouse. 
  4. Send computer generated receipt listing the items collected to the department.
Department
  1. Compare items on list to the original pickup request and communicates discrepancies to Surplus Property.
Surplus Property
  1. Make property available to OSU departments, state agencies or other authorized non-profit organizations.
  2. Property not purchased internally will be made available at public sales.
  3. Proceeds from the sale of surplus property (less consignment fee) are returned via a journal voucher in the month after the sale occurred.

Disposal of Historic Property

Responsible Party Action
Department
  1. Complete and submit a Surplus Property Pick-up Request (SPR) Worksheet (that specifically identifies the historical asset property tag number) to Surplus Property.  Hard copy and online SPR forms are available on the Surplus Property Website.
Surplus Property
  1. Schedule an appointment with department (if necessary or requested) for collection of historical asset.
  2. Collect historical asset and relocates it to surplus warehouse. 
  3. Send computer generated receipt listing the historical items collected to the department.
Department
  1. Compare items on list to the original pickup request and communicates discrepancies to Surplus Property. 
Surplus Property
  1. Makes historical asset available to OSU departments and state agencies.

Note: There are restrictions on the disposal of any asset included on the Historic Properties register. These items may be transferred to another OSU department or another state agency. If a department no longer wishes to keep an asset marked as Historic Property, it should be sent to Surplus Property. Surplus Property will contact the State Parks and Recreation Department (which now handles Historic Properties) and request that they claim the asset or release it for sale or other disposition.

Additional Information

Any equipment on inventory will remain on inventory for record-keeping purposes until it is sold or otherwise disposed of.  Property Management will then remove it from inventory.

Some equipment may be difficult or inconvenient to move to the surplus warehouse.  In these cases, Surplus Property will arrange the sale of the item at its current location and coordinate dismantling/moving the equipment when the item is sold. 

Contact Info

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Oregon State University, Corvallis, OR 97331
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