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Surplus Procedure

Things to Know Before Surplusing Items

  1. Proceeds  from the sale of surplus property are no longer distributed to departments.
  2. 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.
  3. 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 pickup 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.
  4. 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 their 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 pickup.
  5. 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.
  6. Consider transferring items to another University department.  We will soon have an on-line system in place to facilitate this process...stay tuned!
  7. Consider the University's ROSE (Reusable Office Supply Exchange) program to dispose of your unwanted office supplies.
  8. Consider donating items to 501C3 Non-Profit organizations that provide assistance to the elderly or at risk youth. See instructions below.
  9. Consider transferring or selling to other agencies of the Commonwealth of Virginia, or political subdivisions, including public schools. See instructions below.
  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.

  • To transfer property with Asset Tags INSIDE the University, refer to the Fixed Assets Accounting website.
  • To transfer property outside the University, see the Faculty departure checklist: http://www.virginia.edu/provost/facultyexit.pdf
  • For Releasing UVA Capital Equipment to Another Institution Outside the Commonwealth, see http://www.virginia.edu/finance/polproc/pol/xa2.html
  • Use the "Request to Surplus Property" form when you need to dispose of  property through the University's Surplus Property system.   This form divides property into two groups; computer/electronic or general. The different groups are detailed below.  The group selected determines the disposal method.  Forms with Asset Tags listed will automatically be routed to Fixed Assets Accounting in the Financial Analysis department for approval of items with asset tags only.  You no longer need to complete a P-1 form.  Once approved by Fixed Assets Accounting, you will receive an email with instructions to remove the Asset Tag and send it to Fixed Asset Accounting.

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 eCycleSecure. 

To begin the process, submit a Computer/Electronic Surplus Form.

  • When completing the form, ensure the correct serial number is listed. The serial number is used to track the disposal of equipment and data.
  • Pickup is typically scheduled every Thursday (except holidays). Items approved by Friday will be picked up the following Thursday.  EcycleSecure will contact you to schedule a pick-up time. All items must be maintained in a secure location until picked up by eCycleSecure, (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 eCycleSecure. Because these items require special processing and tracking, departments cannot ask eCycleSecure 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.
  • eCycleSecure will contact the requester by Wednesday of the scheduled pickup week to confirm the pickup time.  On the day of pick-up, eCycleSecure will contact the requester approximately 20 minutes prior to arrival at the facility. If no contact, the eCycleSecure driver will call back after 10 minutes; if still no contact, eCycleSecure 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
  • TVs
  • Any item that may contain data
  • Any item that has a keyboard

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.

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 Pickup

The eCycleSecure driver is required to pick up ONLY the items submitted on the Surplus Property form referenced on their Bill of Lading.  Therefore, departments are not allowed to add or remove items from the list without the approval of Surplus Property.  eCycleSecure is responsible for the packing and loading of all items.  They will verify quantities by equipment type on site and a detail review by serial number once they return to their warehouse. 

You will be required to verify the Surplus Property form number and quantities printed on the Bill of Lading with the form you submitted to Surplus Property, print your name and phone number on the Bill of Lading, and sign and date it.  The driver will provide a copy to you.  The copy you receive represents a certificate of disposal that states University data is destroyed.  You or someone in your department must retain the Bill of Lading for three (3) years after the end of the fiscal year per Records Management Schedule GS-102:007028

eCycleSecure takes responsibility for items after they are placed in their vehicle.  Therefore, someone from your department must stay with eCycleSecure during the loading process, and witness the placement of items in their vehicle.  The pick-up vehicle must be locked when unsupervised.  Please notify us at Surplus@virginia.edu of any violation of this security procedure.

If pickups cannot be completed on a scheduled date, eCycleSecure will contact you to reschedule.  eCycleSecure will send an email stating when they will pick up your items. PLEASE DO NOT RESUBMIT the same items for surplus.  This will create duplicate batches. You may also contact Chris Smith with eCycleSecure at 704-376-1116.

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 540-270-7363 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 eCycleSecure (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 Surplus 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

Surplus Property does not need to be involved in transactions between University departments.  Please refer to the Fixed Assets Accounting website when transferring equipment with Asset Tags.

Transfer or Sale to another Agency of the Commonwealth or Political Subdivision

If you choose, your department may donate or sell items directly to another 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 eCycleSecure. Please refer to the Fixed Assets Accounting website when transferring equipment with Asset Tags inside or outside the University.