Oregon State University

808: Donations

Property Management Policy & Procedure Manual
Section 800: Equipment Disposal
Effective: 07/01/1996
Revised: 07/15/2014

 

The State of Oregon Department of Administrative Services policy on disposition of surplus property requires that equipment no longer needed by an agency must be made available to other agencies in the following order:

  1. OSU departments, then
  2. other state agencies and political subdivisions, then
  3. non-profit organizations with a current 501-C status.

Equipment not utilized by these agencies or organizations will be disposed of through public sales.

Units may donate excess, unused, or unneeded equipment to a qualified non-profit organization upon obtaining approval from Property Management.   OSU requires a copy of the 501-C status each time a non-profit organization receives a donation or purchases an item from the Surplus Office.  All donations MUST BE PROCESSED through Surplus Property, which is responsible for documenting the donations for audit purposes.

Departments will not show favoritism to any particular organization.  If a unit appears to be directing supplies/equipment to any one organization on a regular basis Property Management may intervene and take corrective actions.

Procedure

Responsible Party Action
Department 
  1. Create a list of items to be donated.
  2. Complete an online Surplus Pickup Request listing the items to be donated.
Surplus Property
  1. Post the availability of this equipment in the Warehouse for a reasonable period of time.  If requested by department, picks up property for disposition.
  2. If not needed by another department or state agency, Surplus will
  • collect the equipment when appropriate,
  • verify that the non-profit organization is properly authorized to receive donations before they are allowed to pick up the donation,
  • make sure the organization receives the donation, and
  • process the necessary paperwork.

Contact Info

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