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Division of Finance and Administration

Serving UC Merced through Stewardship,
Accountability and Excellence

Surplus Property Overview

The Campus Equipment Management Department dispositions all surplus University property (equipment and non-equipment items) in accordance with University of California Policy BUS-38, "Disposition of Excess Property and Transfer of University-Owned Property.” If your department has University owned property that is no longer being used, please submit a Surplus Property Request

Surplus items are first offered to other UC Merced departments for sale; then to other UC campuses (if valued at $50,000 or above); then the items are offered for public sale. Persons employed by the originating department and those employed by the Purchasing Department are not eligible to purchase surplus items from the University. 

For any questions related to surplus property procedures please contact:
Lori Callaway (209) 228-4350, lcallaway@ucmerced.edu

Surplus Property Request
To submit a Surplus Property Request, use the following link.  
Intelform Surplus Property form
List all items being sent to Surplus on the form – use multiple forms if necessary. Please indicate if the item is working or not.  

Hazardous Materials
If your surplus item contains or has been previously used in connection with biological, chemical, radioactive or any hazardous materials in any way please have EH&S (Environmental Health & Safety) check the item(s) and approve the form BEFORE sending the form to Equipment Management. EH&S will issue a “green tag” which must be attached to the item. Facilities will not pick up freezers, refrigerators, cabinets, hoods, lab equipment or any item they deem has potential contamination from hazardous materials without a “green tag” approving safe removal. You can contact the Office of Environmental Health & Safety at (209) 228-7864. For further information, go to their website at https://ucmerced.service-now.com/Portal/.  

Electronic Data
If your surplus item is a computer, copier or other item that may have a hard drive or memory, please have the IT Help Desk purge the data and attach a DPS to the item BEFORE sending it to surplus. You can contact the IT Help Desk by phone at 209.228.HELP (4357) or email helpdesk@ucmerced.edu. For further information, go to their website at http://it.ucmerced.edu/get-help.  

Inventory Items
If your surplus item is an inventory item or has an Asset/Property Tag, or has an original purchase value over $5,000, an Equipment Inventory Modification Request (EIMR) must be completed and attached to the Surplus Property Form. 

After the Equipment Management Department has received the approved Surplus Property Form, a surplus tag will be assigned to each item. Tags will be forwarded to the requestor along with a memo providing further instructions. The surplus operation will submit a work order to the Facilities Department, and Facilities will contact the requester to make arrangements to move the items to the surplus property storage area. The Facilities Department will not pick up any items that are not tagged – be sure tags are affixed to the items you want picked up.  

Surplus Property for Sale
UC Merced students, departments, staff, and the general public can purchase surplus items from the UC Merced surplus department (see below for restrictions). 

Departments are given the first option for purchasing surplus equipment. Monthly lists of new surplus items are sent to those on the Surplus Email List. If you would like to have your name added to this email list, send a request to surplus@ucmerced.edu. These items are not offered to the public, students or employees at this time. 

Surplus sales offered to the public are listed on the  Public Surplus Website.  

Important:  Surplus items are usually used, not new, and sold "as is, where is" with no warranty. All sales are final. 

Restrictions:
 No one employed in a department that reports to either the Surplus Administrator or the Equipment Administrator, or a near relative of such employee, may buy excess property directly from the University. No one employed in a department that generates excess property, or a near relative of such employee, may buy excess property originating in that department directly from the University. 

Distribution of Funds from Sales of Surplus
Funds generated from sale of excess equipment will be distributed in the following manner:  

≤ $100 (per item or item lot) 100% of proceeds will be retained for Administrative/Program costs.  

> $100 (per item or item lot) The first $100 and 10% of anything over $100 will be retained for Administrative/Program costs. Ninety percent of proceeds over $100 (per item or item lot) will be returned to the custodial department/FAU.  

The distribution of funds will be reviewed annually and adjusted as needed to support the Administrative/Program costs.  

Administrative/Program costs include pickup, storage, transportation, disposal fees, advertising, supplies and other costs directly related to the administration of the surplus program.