PURPOSE

This policy is intended to provide guidance for the handling of surplus equipment, materials, and supplies generated from the sale of university owned surplus property through the online auction GovDeals. Automotive parts and used building supplies are not allowed to go through a bid-sale process.

POLICY

The Coordinator of Property will handle the sale of all inventoried and non-inventoried equipment and items in accordance with RI state laws pertaining to the disposal of surplus property and any policy pertaining to contracts and grants such as 2 CFR 200, FAR Part 45, and grant agreements except for all vehicles which are sold and handled through the Facilities Manager of Fleet Operations. The Coordinator of Property will review the items to determine ownership. If the items were purchased on contract and grant funds, The Coordinator may need to contact Contract and Grant Accounting or Research to determine how to proceed with disposal.

Any department wishing to sell items of value should submit a work order with bid specifications attached requesting that the item listed be advertised for public sale. The specification should contain a complete description of each item to be sold, the name of a contact person for the items, its physical location, the make, model, serial number, and URI property number, if applicable. The working condition of the item and any other pertinent information be included.

The Coordinator of Property Acquisitions is responsible for making all arrangements for the sale of property through the Purchasing department. Surplus bids will appear on the GovDeals website for public auction.

The proceeds from the sale of any surplus or salvage property shall be deposited into the Sale of Surplus account. The Property department will transfer all funds received from the sale of surplus directly into the originating departments chartfield.

Should the chartfield be closed or no longer active such is the case with some grants. Those funds will be transferred to the originating departments research fund balance to be used for future equipment or supply purchases. These funds cannot be used for services. 

Title to the equipment has already been determined to be University property prior to the sale.

Any money collected from the sale of surplus is automatically deposited into the sale of surplus account which is managed by the Property and Inventory office. The funds in the account can only be used for new purchases to procure additional equipment or supplies through an LVPO or a college requisition. PCards are not allowed. These funds cannot be used to pay for services or labor.