Surplus Property Procedure

  • Surplus Property

    A. Purpose

    The purpose of the Surplus Property Procedure is to provide a clear and concise guideline for the disbursement/disposal of all Indiana University of Pennsylvania surplus property. This procedure provides the university with a clear understanding that we use property to its best advantage, and realize the maximum value possible for any piece of equipment and/or furniture. Surplus disbursement/disposal procedures, as followed, will ensure that university property has provided a value beyond its worth, and that its disbursement/disposal will be conducted in an equitable, efficient, and cost-effective manner.

    B. Explanation of Procedure

    It is the university’s fiduciary responsibility to receive the maximum amount of value from a piece of equipment, furniture, or supply. When it has been determined that no further value is to be realized by the university through utilization of a particular piece of equipment, furniture, or supply, said item shall be declared surplus. Once declared surplus, items will be disposed of as set forth in the following procedures. The university’s director of Procurement has the primary responsibility to monitor compliance with this procedure along with the employees of the Central Storeroom.

    C. Procedure:

    Surplus Declaration Process

    When it is determined, by the user department, that an item has served its original purpose and no longer provides value to the original department, this item shall be slated for determination of its eligibility for the surplus disbursement/disposal program.

    The decision to designate an item for the surplus program must be made by the person with purchasing authority for the department in which the furniture/equipment is located.

    Should a circumstance present itself where no one is in a position to make a surplus determination, that decision will be made by the director of Procurement and/or the designated employees of the Central Storeroom.

    The process to move surplus from campus area to the Surplus Properties area at the Robertshaw Building are as follows:

    Step 1: Identifying what is surplus

    Surplus is furnishings, equipment, and supplies that are no longer needed by the current owning department that can be moved to the Central Storeroom Reissue and Surplus area. These are items that can be repurposed through the Central Storeroom reissue process to assist campus customers in need. 

    Examples of Surplus:
    • Furniture – to include cabinets, desks, tables, etc. and functional chairs
    • Equipment in working condition
    • Supplies that can be re-used by others (folders, notebooks, general office supplies no longer needed by your department)
    • Questions concerning what is considered surplus; direct to Central Storeroom at 724-357-4074 or 724-357-2718
    Examples of what is NOT Surplus – should be disposed of via recycling or garbage at the buildings:
    • All items listed as recyclable by university procedure
    • Broken items that would be considered “trash” and not reusable by others; to include small equipment, appliances, furniture, supplies, etc.
    Step 2: Tagging the items

    All items going to surplus must be tagged with a designated “SURPLUS” sticker. The stickers can be purchased by entering a storeroom reservation through SAP or ESS.

    • IUP Material 24415
    • Sold as EACH; can be ordered is quantities as needed
    • Note: Please plan ahead and supply yourself with the SURPLUS stickers
    Step 3: Listing the items – Surplus Processing Form

    The form must be compiled and attached to the work order (once created) as well as a hard copy to accompany the items. This form, in conjunction with the stickers, will assure that the correct items are removed from campus to the surplus area. The form can be found online

    Step 4: The work order

    Enter work order through the SchoolDude work order system.

    Using the standard SchoolDude format, be sure the following is included:

    • Department name and contact person (to include telephone and email)
    • Where is the surplus located (building, room, special notes, or instructions)
    • Description of surplus – be sure to note chemical information if it pertains to the items

    Attach the Surplus Processing Report to the work order within SchoolDude.

    Remember: Items that are not tagged with the appropriate sticker and not listed on the form, will not be removed from your area.

    Surplus Disbursement/Disposal Program

    Campus Notification Process

    • Reissue Area
      • Items that are in acceptable and exceptional condition are placed in a reissue area for campus to view.
    • IUP Now
      • Periodic notices are placed on the IUP Now newsletter to make campus customers aware of items available and the procedure to view such items.
    • Direct Email Notification
      • When exceptional items are available through surplus, emails are sent to vice presidents, deans, and department chairs alerting them to the availability.

    Items will be awarded to the campus customer on a first-come, first-served basis. Upon request, the Central Storeroom will enter a work order to have the items delivered to the requesting department.

    If the condition of an item is noted as poor, broken, not working, or cannibalized, then at the discretion of the director of Procurement and the designated Central Storeroom staff an item may be declared as “scrap.” At that point, the item will be labeled as such and disposed of accordingly.

    Surplus Exceptions

    • Special Value – Items that are or could be considered valuable to the university or university museum will be offered to the University Museum and/or university historian.
    • Hazardous Items – Recommendations from the university hygienist if items arrive in surplus that could be hazardous or need disposed of in a specific manner
    • Computer Related Equipment – All computer related equipment must go through a surplus disposal process to confirm that all data and essential parts have been removed prior to the unit being sent to surplus. Computer equipment that has been processed and has no further value to the university will be placed into the surplus disposal procedure.

    State System School Notification

    A listing of all available surplus may be sent to all universities in the Pennsylvania State System of Higher Education.

    • State System universities will be given the opportunity to claim items deemed surplus by IUP.
    • State System universities interested in said surplus will make arrangements to pick up the requested items.

    Nonprofit Recycling

    Registered nonprofit groups will be notified by email and US mail of availability of surplus.

    • Nonprofit groups (501c3) must be registered with the Central Storeroom prior to viewing available surplus (see 501c3 recycling program procedures).
    • Nonprofit groups will be given a specific date and time to view and claim surplus from IUP.
    • Nonprofit groups must remove claimed items during the allotted time period given.

    Sale Process

    Exceptional items of value and need (as determined by designated employees of the Central Storeroom) will be placed on an auction website. 

    • Items will be photographed, described, and submitted for public auction by the designated auction website.
    • Minimum bids will be placed if designated employee of the Central Storeroom desires.
    • Item is made available to the public via the auction site.
    • Auction site will work directly with buyer; monies will be sent from auction site to designated Central Storeroom employee to be deposited into the IUP general fund.
    • Buyer of the item will make their own arrangements to have the item removed from IUP (pickup, shipment, etc.).

    Sealed bid surplus sale

    Note: All items placed on the surplus sale are as-is/where-as, with no guarantee of its working condition.

    • As needed, notification of the university’s intent to sell surplus items will be advertised locally.
      • Social media
      • IUP Now publication
    • Viewing dates and times will be established and the sale will be conducted (viewing takes place on a designated Wednesday and Thursday).
      • Staffing will be available to provide viewing access and information, and to accept sealed bids.
      • As each sealed bid is received, the date and the time are recorded on the envelope, and it is secured.
      • On a designated day following the viewing, the sealed bids will be opened, tallied, and confirmed by designated employees of the Central Storeroom.
      • The highest qualified bid received will be successful. If the amount bid on an item is the same, the earliest received bid shall be awarded the item.
      • Awardees are notified and given a specific time frame in which to pick up the awarded items.
        • IUP does not provide nor guarantee assistance to the bidder during the pickup process.
        • IUP carries no liability during the pickup process for the bidder’s personal property.
      • Items must be removed during the allotted time.
      • Payment must be made by money order, check or exact cash.
      • All checks and money will be deposited daily during the pickup time.
      • Penalties/Actions
        • If awardee is not able to be notified, lot will be re-awarded to the next highest bidder or placed on a future surplus sale as determined by Central Storeroom staff.
        • If items are not removed within the designated time, the items will be re-awarded to the next highest bidder or placed on a future surplus sale as determined by Central Storeroom Staff.
        • The bidder, at the discretion of the designated Central Storeroom employee, may be restricted from participating in future surplus sales.
      • The university reserves the right to accept or reject any or all bids for the disbursement of surplus property.

    Bidding Eligibility

    • University employees, eligible to bid on surplus items for sale, will be only those employees who are completely removed from the decision to surplus the item of interest. No Central Storeroom employee or the director of Procurement will be allowed to bid.
    • This procedure maintains the integrity of the sale process. Anyone involved with the use of an item for surplus is not eligible to submit a bid or purchase that item. Barring the above exceptions, anyone 18 years of age or older is eligible to submit a bid for a surplus item.

    Public Auction

    At the discretion of the director of Procurement Services, the decision may be made to hire an auctioneer and conduct a public auction of goods.

    If no bids are received during the surplus sale and no nonprofit organizations are interested in acquiring the items, other means of disposal will be sought.

    • Items will be given to local organizations for recycling.
    • Items may be cannibalized and discarded appropriately.
    • Items will be scrapped.

    Are you interested in viewing items within our reissue area?

    Items of value and possible interest to the university community are maintained in a specified reissue area within the Central Storeroom. You are able to view these items as well as current surplus items. To make arrangements and set a time to view these items, please contact the Central Storeroom at 724-357-2718, 724-357-7569, or 724-357-4074.