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Surplus Procedure

Before You Begin

  1. 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 to Surplus Property.  It is also the department's responsibility to remove all Asset Tags and return the Asset Tags to Fix Assets Accounting after the P-1 form is approved.  No property should be surplused with an Asset Tag attached.  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 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 needed at the University, be disposed of through the University's Surplus Property system.  All electronic data storage equipment and devices must remain in a secure place until picked up by the contractor for disposal.
  4. See the University Financial and Administrative Policies and Procedures for additional information.

Property Disposal

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

  • To transfer property with Asset Tags refer to the Fixed Assets Accounting website.
  • Donations must be approved by Surplus Property.  If you would like to donate property, email details to surplus@virginia.edu.  
  • Use the "Request to Surplus Property" form when you need to dispose of  property.   This form divides property into two groups; computer/electronic or general. The different groups are detailed below.  The group selected determines the disposal method. 

Computer/Electronic Surplus Disposal

All Computer/Electronic Surplus items are surplused by CRS, whose contract with the University 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 sanitation 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/Electronic Surplus Form, you must select a pickup date for CRS to pick up your items.

  • 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.  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.

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
  • Handhelds (including cell phones, PDAs, Blackberry, etc.)
  • LCD (Flat Screen) Monitors
  • Media - Magnetics (hard drives, tapes, etc.)
  • Mobile Computers (laptop, notebook, tablet, etc.)
  • Peripherals (keyboards, mice, docking stations, speakers, etc.)
  • Printers
  • Scanners
  • Servers
  • CRT Monitors
  • Audio/Video Equipment
  • TV’s
  • Any item that may contain data

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

Academic departments should contact the department’s LSP (link requires Netbadge) 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 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.   Departments are responsible for understanding all policies 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)

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

 

 

 

General Surplus Disposal

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 pickup location on your Surplus Property form.

Transporting to the Depot

Once you have received an approval email from Surplus Property, 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 does not provide transportation.
  • If you are unable to arrange free transportation, you may request transportation by Facilities Management.

Property Transferred to the Surplus Property Depot

  • Property will be sold by online auction through GovDeals.
  • 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 and Supplier Diversity Services to be recipients of donations. Procurement and Supplier Diversity 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.

Revenue from Online Auction

  • Every line item from General Surplus is tracked in our system.
  • Use the "Departmental Tracking" feature to see what has happened to the items surplused with your department's Project ID, and what revenues will be returned for each.
  • Total revenues to be returned for each auction period are available by PTAO.