Surplus Sales and Disposal of University Assets

Policy:

All items which are no longer of use to the University must be turned into Purchasing and Travel/Surplus for sale, donation or disposal.  A "Relief of Accountability" (ROA) must be processed whether the item is sold, donated or disposed of.  When an item is sold, the net proceeds will be returned to the department submitting the item.  Items which are not sold after two (2) surplus sales may be donated or discarded unless otherwise specified by the College/Department. 

Improper disposal of BYU-Idaho Items may result in disciplinary action.

Definitions:

Surplus-Items which no longer have value to BYU-Idaho but have value to other entities or persons.  These products may or may not be capital asset items.

Disposable Surplus-These are non-capital asset items which are broken or have completed their useful life and do not have value to other entities or persons.

Procedures:

1.      Relief of Accountability

The College/Department with surplus items to be sold or discarded should first complete the "Relief Of Accountability" form https://web.byui.edu/Surplus/

Items to be discarded should meet the "Disposable Surplus" definition described above.  The College/Department should be sure the items being surplused actually belong to them. 

            a.   Note the following points in completing the "Relief of Accountability" form.

1. Account Number-Use the first 6 digits of the account number where the net proceeds will be credited.
2. Location of Equipment-Be specific so the moving crew can find the item and take it to the surplus area.
3. Capital Asset Number or Inventory Number-This number will be on a tag on the item and on the inventory list received periodically from the Accounting Office.
4. Item Description-Enter the name of the item first then the description. Be as complete as possible, including the name of the manufacturer, model and serial numbers if applicable, and age, if known.
5. Use the codes in the lower left hand corner for condition, class, and disposal.
6. Unit Price-Give a suggested price. If help is needed, call the Purchasing Office. To increase the possibility of selling the item, Purchasing/Surplus reserves the right to lower the suggested price unless stated in the comments area.
7. Primary Department Approval-The electronic approval of the budget steward of the department or office which owns the property is required. His/Her supervisor signs the Secondary Department Approval.

 

b.   Electronically submit this form when it is completed.  It will then be sent to the budget steward/Department Chair/Supervisor for approval.  If approved, the ROA is sent to the Surplus Office.

c.   A sticker will be sent to you to tag the item for easy identification.

d. Once tagged, call the Purchasing and Travel Office. They will notify the moving crew to pick up the items.

2.      Donations

Requests may come from various entities for donations of items being surplused.  The following guidelines address these requests.

 

a. The first option for surplused items is to provide value for the University or other Church entities. Items can be donated to other entities if they are not sold after two (2) surplus sales.

b. The University does not make donations to For-Profit entities.

c. Donation requests from Public Schools or Government entities takes precedence over requests from non-profit entities.

d. Donation approval will be provided through the Donation Advisory Committee comprised of representatives from Financial Services, Internal Audit, Public Relations, Information Technology and Purchasing.

(Note: Items may be donated at any time if the cost to surplus or dispose of the items exceeds the cost to donate them as determined by Surplus Personnel.)

3.      For Retiring Employees

Only items that are scheduled to be surplused can be sold to retirees without going through the normal surplus process.  For these items, the valuation of the product will go through the same process as all surplused items.  Computers will be re-imaged according to University guidelines.  Vice President's approval is required for items being sold to retiring employees if exception to this policy and procedure is required.