Surplus Property Policies
Property Transfer and Disposition: Policies and Procedures
The purpose of the University of Rochester Surplus Property Program is to manage the University-wide re-circulation of assets centrally to ensure appropriate internal controls and if sold, secure the maximum amount for the sale of surplus property. It is the responsibility of the department having ownership and/or custody, to follow prescribed University of Rochester policies and guidelines in working with Purchasing and Supply Chain, University Finance/Plant Accounting and the Office of Research and Project Administration (ORPA), for the Disposition of University of Rochester's surplus property. The program strives to foster an operating philosophy of Reduce, Reuse and Recycle, creating significant value through cost avoidance by reducing overall expenditures for new assets.
To facilitate this process, Corporate Purchasing will maintain and publish a list of available surplus items. Departments wishing to have surplus items listed will submit a "request to list surplus equipment" to Corporate Purchasing. Instructions specific to "how to list an item", can be viewed on the Corporate Purchasing internet web page dedicated to Surplus Property. In order to encourage as the first option for disposition, internal re-circulation of surplus property within and among the various University departments, items added to the list will be available only for internal transfer (via requisition) among University departments for an initial listing period of two weeks (14 days). After the initial two week "internal transfer" period has lapsed, items will be available for sale outside the University community or to employees of the University. The department can work with Corporate Purchasing to establish a selling price which will set to fair market value or if desired by the selling department, the item can be listed as best offer or a minimum bid amount set.
Departments having ownership and/or custody of property deemed surplus will work with Corporate Purchasing and Finance/Plant Accounting personnel to assure that with any transfer or disposition, University asset records are updated, a fair transaction price is established for any item(s) sold and equipment purchased with government or external funds are not sold or transferred without the proper authorization. Departments wishing to dispose of property originally purchased with government or external funds should review ORPA's Equipment Disposition Guidelines which can be viewed at or by contacting the Office of Research and Project Administration directly.
All funds collected from the sale of surplus assets must be deposited to a University account, with University owned surplus sales deposited to a departmental account. Surplus sales from federal grants which are still active, should be deposited to the active grant account. Any external sales to individuals, for profit groups, businesses or employees must be charged sales tax (8.00%), (total sale price divided by 1.08, minus total sale price), which must be deposited to account OP015004 and Accrued Sales Tax (SC67650).. In order to properly account for University assets, after disposition department administrators should go into the URSpace Equipment module at https://urspace.ur.rochester.edu/URSPACE/LoginForm.aspx under Equipment Reconciliation under the disposition tab to request property disposals. Users needing access should complete the following form: http://www.rochester.edu/its/acs/space_user_form.html and request equipment access on the right hand side of the form.
Policies and procedures pertaining to disposition of surplus property apply to all University departments. Unauthorized removal, disposal, or expropriation of University or government owned, loaned or donated property regardless of value constitutes a serious breach of University policy. University Policy requires screening of potential shared use equipment prior to the purchase of new equipment.
- Department wishing to list an item as surplus on the University of Rochester Surplus Property List can do so by submitting a "request to list surplus equipment" form. This form can be accessed and submitted electronically by way of the Corporate Purchasing web page that has been established for Surplus Property. Copies of this form can be obtained by contacting Corporate Purchasing.
- Forms requesting to have items listed will be batch entered once per week. At the time of data entry, a tracking number and listing date will be assigned to each item, both which will appear as a field on the Surplus Property Listing.
- In an effort to encourage internal re-circulation of surplus property within the University, for the first 14 days after the initial assigned listing date, surplus items will be available only for internal transfer (via requisition) among University departments. After the initial two week internal transfer period has lapsed, items will be available for sale outside the University community or to employees of the University.
- The established selling price can be set by the University Department selling the item with assistance from Corporate Purchasing to identify a fair market value.
- Bids for vehicles will be communicated to buyers with a bid due date and a date for an opportunity to view the vehicle for sale. All bids (new or revised) must be submitted by the due date to SurplusProperty@rochester.edu . No bids will be accepted after the due date.
- All bids will be recorded including Buyer, Bid Amount, and date the bid was submitted. The bid information will be released to the selling department.
- The Selling Department will be required to document the bid award recipient by sending an email of approval with the recommended awardee in the email to the Purchasing Manager, including justification.
- All correspondence (i.e. request to sell the item, bids submitted, log recording bids received, and selling department recommendation and justification to award the bid to) will be kept as backup support in a Central Surplus Property File.
- All funds collected from the sale of surplus assets must be deposited to a University account, with University owned surplus sales deposited to a departmental account. Surplus sales from federal grants which are still active should be deposited to the active grant account. Any external sales to individuals, for profit groups, businesses or employees must be charged sales tax (8.00%), (total sale price divided by 1.08, minus total sale price) which must be deposited to account OP015004 and Accrued Sales Tax (SC67650).
- Internal transfers of property, regardless of whether the item has appeared on the Surplus Property List or not, must be initiated by completion of a 312 requisition. The completed 312 requisition should be forwarded to General Accounting, RC Box 278958 and a disposal request should be initiated within URSpace at https://urspace.ur.rochester.edu/URSPACE/LoginForm.aspx.
- After an item has been transferred or sold, the department originally listing the item should contact Corporate Purchasing to request that the item be removed by referencing the tracking number that was initially assigned.
- After a listing period of 90 - 120 days, items will be automatically removed from the Surplus Property List. Listing Departments are free to request an item be re-listed for an additional listing period. The initial 14 day internal transfer requirement will not apply for items that are being re-listed.
- When an item is not sold within the initial 90-day period, the department may dispose of it via donation or materials recycling or waste disposal, following the University’s published disposal methods for that type of item. Any data storage media in the item must be overwritten or destroyed or delivered to a University-qualified vendor contracted to destroy that media.
Equipment Disposition: External Links