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.
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.
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:
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.
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.
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.
Enter work order through the SchoolDude work order system.
Using the standard SchoolDude format, be sure the following is included:
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.
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.
A listing of all available surplus may be sent to all universities in the Pennsylvania State System of Higher Education.
Registered nonprofit groups will be notified by email and US mail of availability of surplus.
Exceptional items of value and need (as determined by designated employees of the Central Storeroom) will be placed on an auction website.
Note: All items placed on the surplus sale are as-is/where-as, with no guarantee of its working condition.
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 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.