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Surplus Procedure

Before You Begin

  1. Fixed Assets (Property) Accounting in the Financial Analysis department now requires that their approval and an authorization code be obtained before transfer of any asset-tagged equipment to Surplus Property. Health System (Agency 209) departments are exempt from this requirement.
  2. There are special considerations for some kinds of property:
    • Storage Cabinets such as desks and filing cabinets must be unlocked and empty.
    • 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.
  3. In order to protect the security of information that may have been stored on various types of electronic data storage equipment and devices, the University now requires that all such property, when no longer needed at the University, be disposed of through the Surplus system.

Computer vs. General Surplus

The following items are considered "Computer Surplus":

  • Desktop Computers
  • Mobile Computers (Laptops/Notebooks/Tablets only. Including Handhelds.)
  • Servers
  • Peripherals - All Peripherals including keyboards, mice, scanners, etc.
  • Media - Magnetic (Hard Drives, Tapes, etc.)
  • All CRT Monitors
  • All Printers and Copier
  • Cell phone, PDA, or Blackberry

All other items including LCD monitors, are considered "General Surplus"

For Computer Surplus, Health System (Agency 209) departments must contact Bill Wingfield in Health System Computing Services for instructions.

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

Property Disposal

  • The property must either be sold directly to another University department or it must be transferred to the Surplus Property system. Use the "Request to Surplus Property" form when you need to transfer property to Surplus. This form changes from time to time, so please be sure to read the latest version of the instructions before completing it.
  • If you select General Surplus, once your request is approved, you will receive an email from Surplus Property providing information as to what items will be picked up by the contractor (Charles W Hurt, LLC) and what items you must deliver to the Depot. The following items are picked up by the contractor 
    • any furniture,
    • building materials, and
    • appliances (with the exception of air conditioners, laboratory refrigerators and laboratory freezers)

    Pickups by the contractor are scheduled weekly; items that Surplus Property has approved by Thursday will be collected on the following Tuesday. Please include a pick up location on your Surplus Property form.

    These items can be purchased by contacting Steve Melton with Charles W. Hurt LLC at vlcsmelton@aol.com.
  • All Computer Surplus items are surplused by Com-Cycle, whose contract with the Commonwealth specifically addresses government and corporate governance as related to end-of-life technology and the issues associated with ensuring appropriate data security and privacy protections. This solution incorporates chain of custody, HIPAA, Sarbanes-Oxley and DOD-approved data sanitization methodologies, and zero landfill recycling policies. All property disposed of through this process is managed in an EPA licensed facility, following EPA green guidelines.

    Once you have submitted a Computer Surplus Form, you must select a pickup date for Com-Cycle to pick up your items. Pickups are made every Thursday except holidays.

Transporting to the Depot

  • Once you have received an approval email from Surplus, you may arrange for all items that are not being picked up be delivered to the Surplus Property Depot.
  • Please note: Departments are responsible for transportation of items to the Surplus Property Depot. Surplus Property does not provide transportation, though we may be able to pick up small items by pre-arrangement, if time permits.
  • If you are unable to arrange free transportation, you may request transportation by Facilities Management.

After Surplus

  • Property will then be sold from inventory to other departments or agencies, or by online auction.
  • Every attempt is made to sell the property, but if it can't be sold, it must be junked.
  • If you choose, your department's property may be donated to a University approved organization. Organizations apply to Procurement Services to be recipients of donations. Procurement Services determines which available items will be donated, and which approved organization will receive them. Items which are earmarked for possible donation, but for which a suitable recipient is not found, are disposed of in the normal manner.