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Surplus Procedure

Things to Consider Before Surplusing Items

  1. Consider trading items in on new purchases.  PSDS buyers can assist you with this process. Please send an email to buy-pay@virginia.edu to begin the process.
  2. Consider transfering items to another University department.  We will soon have an on-line system in place to faciliate this process...stay tuned!
  3. Consider the University's ROSE (Reusable Office Supply Exchange) program to dispose of your unwanted office supplies.
  4. Consider donating items to 501C3 Non-Profit organizations that provide assistance to the elderly or at risk youth. See instructions below.
  5. Consider transferring or selling to other agencies of the Commonwealth of Virginia, or political subdivisions, including public schools. See instructions below.
  6. Fixed Assets Accounting in the Financial Analysis department requires that their approval (via P-1 form) and an authorization code be obtained before transfer of any asset-tagged equipment.  It is  the department's responsibility to complete the P-1 form and obtain Fixed Asset Accounting's approval, remove all Asset Tags, and return the Asset Tags to Fix Assets Accounting.  No property should be surplused with an Asset Tag attached.  Health System (Agency 209) departments are exempt from this requirement.
  7. There are special considerations for some kinds of property:
    • Storage Cabinets such as desks and filing cabinets must be unlocked and empty. To protect University records these items can only be picked up by the contractor if unlocked and empty.  The contractor is not permitted to handle University records.
    • Radioactive or hazardous materials may not be surplused, and you must confirm that your property does not contain such materials before items can be submitted. If you need to dispose of radioactive or hazardous waste, you may do so through Environmental Health and Safety.
    • It is the department's responsibility to confirm that any ETF asset being surplused is eligible for sale. Surplus Property takes no responsibility in this matter.
  8. In order to protect the data that may be stored on various types of electronic data storage equipment and devices, the University requires that all such property be securely maintained and, when no longer in use at the University, be disposed of through the University's Surplus Property system. The University has contracted for weekly pick up of items to ensure any items that may contain data is disposed of promptly and not left on grounds longer than it needs to be.  All electronic data storage equipment and devices must remain in a secure place until picked up by the contractor for disposal, for example, in a locked closet, office or drawer, and should never be left unattended in a public area.
  9. The contractor is responsibile for the proper tracking and disposal of the equipment and its data.  Therefore, it is important that hard drives remain in computers so computers and its data are properly tracked and disposed of.  Do Not remove hard drives.  If hard drives must be removed for failure or replacement, it must be tracked by serial number and disposed of through the contractor on the next available pick up.
  10. See the University Financial and Administrative Policies and Procedures for additional information.

Approved Disposal Methods

Property must either be transferred to another University department, approved institution, or State agency, donated, or disposed of through the University's Surplus Property system.

Computer/Electronic Surplus Disposal

For Computer/Electronic Surplus, Health System (Agency 209) departments must contact Bill Wingfield in Health System Computing Services for instructions. All other departments must follow these instructions. 

All Computer/Electronic Surplus items are surplused by Creative Recycling Systems, Inc. (CRS). 

To begin the process, submit a Computer/Electronic Surplus Form, then select a pickup date for CRS to pick up your items on the "Schedule Pickups" webpage.

  • Pick-up is typically scheduled every Thursday (except holidays), but can be less frequent if the number of items for pick-up does not justify the transportation cost. CRS will contact you to schedule a pick-up time. All items must be maintained in a secure location until picked up by CRS, for example, in a locked closet, office or drawer, and should never be left unattended in a public area.
  • Only surplus items approved for pick up and on the weekly schedule can be picked up by CRS.  Because these items require special processing and tracking, departments cannot ask CRS to take items not listed on the approved pick up schedule. Also if you decide not to surplus an item after you have submitted the form, you must contact Surplus Property to have the item removed from the tracking system.
  • CRS will contact the requester by Wednesday to confirm the pick-up.  On the day of pick-up, CRS will contact the requester approximately 20 minutes prior to arrival at the facility. If no contact, the CRS driver will call back after 10 minutes; if still no contact, CRS will email the requester to reschedule for another date. 

 

The following items must be surplused as "Computer/Electronic Surplus" regardless of working condition:

  • Cash Registers
  • Copiers 
  • Desktop Computers
  • Digital cameras
  • EKG Machines
  • Fax Machines
  • Mobile Devices (including cell phones, PDAs, Blackberry, tablets, smart phones, etc.)
  • LCD (Flat Screen) Monitors
  • Media - Magnetics (hard drives, tapes, etc.)
  • Mobile Computers (laptop, notebook, etc.)
  • Peripherals (keyboards, mice, docking stations, speakers, etc.)
  • Printers
  • Scanners
  • Servers
  • CRT Monitors
  • Audio/Video Equipment
  • TV’s
  • Any item that may contain data

Academic departments should contact the department’s LSP for computer surplus and related questions. If your department does not have an LSP, you may use the form yourself. Use the Add/Update Pickup Locations to set up new or update existing location(s). Once added, the pickup location(s) will be available as selections on the Surplus Request Form.

To protect University data it is very important to maintain items in a secure location until picked up by the contractor, for example, in a locked closet, office or drawer, and should never be left unattended in a public area.

Departments are responsible for understanding all policies, standards, and procedures governing the use of and steps to safeguard University electronic equipment and data. The links below provide guidance and direction.

Guidance: http://its.virginia.edu/security/dataremoval/ 

The institutional data protections standards: http://its.virginia.edu/security/dataprotection/ (p. 6)

Faculty departure checklist: http://www.virginia.edu/provost/facultyexit.pdf

Fixed Assets - Releasing UVA Capital Equipment to Another Institution Outside the Commonwealth

http://www.virginia.edu/finance/polproc/pol/xa2.html

And there's also the policy: https://policy.itc.virginia.edu/policy/policydisplay?id=IRM-004 

At Time Of Pick-Up

CRS is required to verify all items picked up to the pick-up list provided to them by Surplus Property.  Therefore, departments are not allowed to add to or remove items from the list without the approval of Surplus Property.  A department representative is responsible for witnessing the removal of the items on the list and signing that only the items listed were picked up.

CRS is responsible for the packing and loading of all items.

CRS takes responsibility for items after they are placed in their vehicle. The pick-up vehicle must be locked when unsupervised. 

Please contact surplus@virginia.edu to make us aware of any deviations from these procedures or if you have any questions.

General Surplus Disposal

All items not listed above should be placed on the "General Surplus" form.  General Surplus Property forms entered by Thursday at noon will be submitted to JLR on Friday.  JLR will coordinate with the requester listed on the form to either pick up items the following Monday,  or sell the item(s) in place.  Depending on the size and quantity of your item(s), it may require additional coordination.  Departments are encouraged to coordinate with JLR as early as possible to plan for the disposal of large quantities or large items so items can be sold in place.  The ability to sell these types of items in place will eliminate costs departments may incurr for additional labor and resources to accomplish the disposal. Please contact JLR at 540-729-7363 or uvasurplus@gmail.com to coordinate the sale of large items or groups of items. 

When completing the Surplus Property Request form, please include a detailed description of the item, quantity, and the pickup location (building name, street number and name, and floor and/or room number).  Please include the size of the item in the detailed description.

  • Large, if it will require more than one person to move
  • Medium, if it can be moved by one person with a dolly
  • Small, if one person can move without a dolly

To protect University records, desks and filing cabinets can only be picked up by the contractor if unlocked and empty.  The contractor is not permitted to handle University records.

Donations

If you choose, your department may donate all items that don't require disposal by CRS (see above).  Surplus Property must approve all requests for donation and the organization that receives the items. Items can be donated to 501C3 Non-Profit organizations that provide assistance to the elderly or at risk youth. Please follow these procedures:

  1. Send the following to surplus@virginia.edu
    •  Detailed list of the item(s) you would like to donate
    •  Name and contact information for organization you would like to donate to
    • Documents proving the organization you want to donate to has 501C3 status and provides assistance to the elderly or at risk youth 
  2. Once Suruplus Property approves, you will receive an email that you must complete a Surplus Property Request form and all its requirements.  Once the form is accepted, you may transfer the items to the approved organization. 

Transfer or Sale to another University Department, Agency of the Commonwealth or Political Subdivision

If you choose, your department may donate or sell items directly to another University department, Agency of the Commonwealth, or Political Subdivison including public schools. Surplus Property does not need to be involved in these transactions, but the items CANNOT be something from the above listed items that MUST be disposed of through CRS. Please refer to the Fixed Assets Accounting website when transferring equipment with Asset Tags inside or outside the University.