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How to Dispose of Surplus (Excess) Inventorial Equipment

Summary: If UCSC has title to a piece of equipment in your department for which you have no further use, you may send it to Surplus Operations. Follow the steps on this page.

See Surplus Operations Overview for general information about disposing of equipment.

What to do:
How to do it:
1 Determine that the property is unwanted by its owner (excess.)
  1. Check with the person who has custody of the equipment.
  2. If the equipment is excess, go to to Step 2.
2 Determine who has title to the equipment.
  1. Check the property tags on the equipment. If you see a "Property of US Government" tag the equipment may not be disposed as surplus. Check with Equipment Administration if unsure who has title: contact eq.administration@ucsc.edu, (831) 459-2355.
  2. If you see only the UCSC property tag, go to Step 3.
3 Determine whether the equipment is saleable.
  1. Equipment is considered obsolete, and not saleable in the following cases:
    • needs to be repaired; (exceptions possible in consultation with the Surplus Administrator)
    • not functional
  2. If an item not saleable, go to step 4.
  3. For saleable equipment, continue with step 5.
4 Request removal of non-saleable (obsolete) inventorial equipment.
  1. Complete an Equipment Inventory Modification Request-EIMR: MSExcel or pdf.
    • Fill in department name, custody code, preparer's name, phone, and date sections of the EIMR.
    • Check the "OTHER" box in the Transactions section and write in Recycle.
    • Complete the Equipment Identification section.
  2. Have the EIMR signed by the authorized person in the department, typically the prinicipal investigator who has custody of the equipment.
  3. Send the EIMR to Equipment Administration, 1156 High Street, Santa Cruz CA 95064 Phone: 831-459-2355, Fax: 831-459-3747.
  4. You must receive a confirming copy of the EIMR before you physically dispose of the equipment.
  5. E-mail Steve Goldie service@receiving.ucsc.edu to arrange for recycling.
  6. Skip step 5.
5 Request removal of saleable (surplus) inventorial equipment.
  1. Complete a UCSC Surplus Request (Editable PDF).
    • Fill in contact name and department, phone, and date.
    • Provide the FOAPAL to ensure proceeds are returned to the appropriate department.
    • Obtain the signature of the Department Head.
  2. Send completed UCSC Surplus Request to Receiving Services, H-Barn.
What Surplus Operations does:
How to do it:
1 Pick up equipment.

Contact requestor and arrange for pickup, as appropriate.

2 Determine value of saleable (surplus) equipment. The Surplus Administrator will work with the owner of the equipment to establish a price for saleable item(s), when necessary.
3 Dispose of equipment.
  1. For saleable items, the Surplus Administrator will offer items for sale through The Surplus Store to campus units for 30 days. If the item(s) do not sell during the first 30 days, they will be offered to the general public.
  2. For non-saleable items, the Surplus Administrator will recycle, if possible. Recharge rates for this service are listed in the Surplus Operations Overview.
4 Document equipment inventory changes.

When equipment is in the possession of Surplus Operations, the ownership transfer is reflected in the inventorial equipment database.

Once sold or recycled, equipment is removed from the inventorial equipment database.

5 Provide net proceeds to originating department
charge department for removal services.
  1. Once sold, the Surplus Administrator credits the net proceeds from the sale to the FOAPAL provided on the UCSC Surplus Request.
  2. For non-saleable property, the Surplus Administrator charges the FOAPAL provided on the SC-15 Recharge Request for Goods and/or Services.

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Last revised: October 16, 2008 (am