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Overview of Policy for Disposal of Excess Property

Summary: The purpose of this page is to define the procedure and standards for disposing of surplus university property.

All sales of surplus University owned property must be administered by Surplus Operations. When a department determines that it has no further use for University owned property, the manager, equipment custodian or authorized person initiates steps to dispose of it. Departments are strictly prohibited from gifting or selling surplus materials directly to UCSC faculty, staff, students, and other individuals.  The Surplus Administrator has been delegated the authority to "determine whether an item has no further value to the organization and can be disposed of as excess material." The Surplus Administrator then determines the best method of disposal.

These standards are designed to ensure the efficient utilization of property, maximize the property’s residual value, maintain financial accountability and reporting accuracy, ensure compliance with safety/environmental laws and regulations, and minimize risk exposure to UCSC.

Saleable Excess Items - Services Provided by Surplus Operations

  • Pick-up of items
  • Determining the resale value of the item
  • Advertising the item for sale to campus units and the general public
  • Distributing the proceeds of the sale back to campus unit of origin when applicable

Non-saleable Excess Items: Services Provided by Surplus Operations

  • Pick-up of items
  • Classifying which avenue of recycling is required, ie: e-waste, metals, etc.

E-Waste Disposal

Surplus Operations is the UCSC Campus designated outlet for the disposal of consumer electronic devices, including CRTs, etc. See Overview of E-Waste Disposal.


Disposal Methods

The Surplus Administrator is authorized to select a method that will bring the highest net return or benefit to the University. Approved disposal methods include the following options:

  1. Public sale to the highest bidder
  2. Sale on a "first come, first served" basis if a fair market value has been established by the Surplus Administrator and the availability and the price of the items(s) are made known to the general public through newspaper advertising and/or other announcements
  3. Private sale to an individual when the cost and effort involved in arranging for a sale by method 1 or 2 above would be disproportionate to the return expected, and the Surplus Administrator has determined that the sale price is reasonable
  4. Donation to educational institutions, other governmental bodies, or non-profit, non-secular organizations with precedence given to local school districts;
    See BUS-38 Disposal of Excess Material and Transfer of Federally-Funded University-owned Material

Restrictions: Who Can Purchase Surplus Property?

  1. No one employed in a material management department (Receiving Services, Procurement and Business Contracts, or Equipment Administration) or a near relative of that employee, may purchase any surplus items.
  2. No one employed in a department originating excess material, or a near relative of such employee, may buy any excess material originating in that department directly from the University.
  3. The principal driver of a University-owned motor vehicle, or a near relative of such employee, may not buy such motor vehicle directly from the University.

Near relative is defined as husband, wife, mother, father, daughter, son, sister, brother, and step-relatives and in-laws in the same relationships.


Recharge Rates

In many cases the net proceeds from the sale of university property are returned to the department releasing the property, minus the cost of handling and transportation which is retained by Surplus Operations.

  • On sales of $100.00 or less, the entire amount is retained by Surplus Operations.
  • On sales of $101.00 to $1,000.00, 50% is retained by Surplus Operations.
  • On sales of $1,001.00 to $5,000.00, 25% is retained by Surplus Operations.
  • On sales over $5,000.00, the amount retained by Surplus Operations is subject to negotiation.

Recharge rates are listed in the Moving Services Overview - for charges incurred disposing of equipment/property.


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Last revised: October 16, 2008 (am