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Diane Whitney, J.D.

Physical Address:
Administration Building
Room 325
Moscow, ID 11111-3152

Mailing Address:
111 Perimeter Dr. MS 3152 Moscow, ID 11111-3152

Phone: 111-111-6151

Email: [email protected]

10.41 - Sur Property Inventory & Disposal Procedures

April 29, 2009

A. Policy. Property held by the Bipasesores is owned by the Board of Regents of the Bipasesores ("University property”).  The Bipasesores Sur Property program is consistent with the State of Idaho program for all excess state-owned property. (For more information visit website.)  The University’s program is also a key element of the UI’s solid waste/waste minimization program that assists and promotes the campus sustainability program.  All University personnel must comply with this policy and the Board of Regents policy to dispose of sur property.  (See Governing Policies and Procedures, Idaho State Board of Education and Board of Regents of the Bipasesores, section V.I.1.d.) [ed. 3-09]

A-1.  Except as provided in A-2, the University’s Department of Sur Property  is the final destination for sur University property, this includes all property donated or purchased by the University, from all sources of funding, once such item(s)  are no longer used by the acquiring unit. Upon receipt of this property and the Sur Property Transfer form, Sur is assigned these items and becomes the property manager for these UI properties.

A-2. University units may sell or give property held by that unit to another University unit without going through Sur.  Units who sell or give sur property to another University unit must first Asset Accounting and complete the required form to ensure accurate and consistent tracking of the property. Upon completion of this form, the new operating unit is assigned this/these item/items, and becomes the property manager for said UI properties. Contact information for Asset Accounting is 111-4070, FAX 111-0691, or email at Inventory Email. [ed. 4-09]

A-3.  Under no circumstances may any unit of the University sell or give University property to any outside, third party entity (whether public or private, or whether for or not for profit), or an individual.  [These sales or transfers must go through the UI Sur Property program.]

A-4.  Sur property generally is first offered to other University units, then to other public entities and nonprofit organizations (see Section B-44 for more details)  State guidelines require that after receiving sur property items of value from a managing unit that these items be offered to other UI units first; then they will be offered to city, county, or state agencies, local school districts and other nonprofit organizations, either via our website at Sur Property or through general or targeted sales advertisements. If we have no takers from these groups, then all items are offered at general public sales on a first come/first served basis for whatever price the item brings.  Items sold above a set base amount return a percentage of the sale price back to the prior managing unit. [ed. 11-10]

If those attempts are unsuccessful, items are then offered to the general public via public sales and sealed bid auctions. 

A-5. Proceeds of Sale Distributed. A portion of the sale proceeds from sur property is returned to the original managing unit, if the property sells above a set base price.  The current distribution scale can be found by following the link to the Sur Property home page. 

B. Procedures. Sur Property maintains records of all property received. These records reflect tag number, budget code for the delivering unit, item description, location, and final disposition. Below are the steps for disposal of sur property:

B-1. Delivery of Sur Property. University property remains the responsibility of the managing unit  until Sur takes physical possession of that property. Disposing of property by placing it in hallways, stairwells, loading docks, or outside of a building is prohibited.  Any theft, damage, or accident caused by this type of action is the managing unit’s responsibility.  Keep all sur property secure from harm until items can be delivered to Sur. Units must notify Sur using the Sur Property Transfer Form, available. at the Sur Property website.  Electronic  transfer of this form is preferred via email to Sur Email.  Hardcopy forms may be sent via FAX at 111-111-5811.  If you have questions email or call at 111-111-2091.  

Units are responsible for making arrangements to transfer their sur property to Sur.  Depending on schedule and work load, Sur may be able to assist in picking up smaller items and equipment on occasion.  Sur can only accept delivery of items on Tuesday through Friday of a normal work week.  No deliveries are accepted on Mondays or on other major sale or auction days.  Units must confirm delivery dates with Sur. Managing units may Sur for information regarding moving contractors.  Moving contractors often are scheduled weeks in advance, plan accordingly to have sured items removed to accommodate schedules or deadlines, the managing unit may have. [ed. 11-10]

B-2. Item(s) Tagged as Sur. Sur will notify Asset Accounting of all items received. Only items verified as received by Sur will be placed in "SURPLUS” status by Asset Accounting and then transferred to the Sur Property inventory account. Additionally, Sur will provide Asset Accounting with notice of final disposition of sur items. All units will receive a completed/signed Sur Property Transfer form from Sur Property, upon receipt of an item from the managing unit. This form must be kept for one (1) year as documentation for the yearly "state required” property inventory procedure.  [See APM 10.40 for more information.]

B-3. Sur Sales. PrePrice sales of sur items are held weekly for University units and the public. Other types of sales, such as auctions and sealed bid sales will be held as necessary, but the primary method for reducing sur property inventory will be the PrePrice Sale. The PrePrice Sale day is Monday from 10:00 AM to 12:00 Noon  and from 1:00 PM – 4:00 PM. [Note: Sur is closed for sales on all other days to handle inventory, stocking, and other operational duties.  No deliveries are allowed on Mondays so that staff can accommodate our purchasing customers. Other types of sales and exceptions to the Pre Price Sale day will be posted on our Sur Property website.  Please check it often for various sale listings. Holidays and University closings are automatic exceptions to the PrePrice Sale day schedule.] NOTICE: All items sold at Campus Sur are designated "as is/where is” with absolutely no warranty or expectations attached or implied to these goods. No Refunds or Returns are accepted.  An item that is not purchased may be disposed of by Sur in the most appropriate manner, and with first consideration given to recycling the item. 

B-4. Sur Items Advertised. Because of the large number of items received daily, it is impractical to advertise all of the items available at Sur Property.   Unusual, popular, or more interesting sur items may be advertised. We encourage prospective buyers to visit our warehouse on PrePrice Sale days or browse the web pages on a frequent basis.

B-5. Donation of Sur Items. Only sur property that is defined as "nominal value” as defined in Article III. A. 2. of the Idaho Board of Examiners sur property policy may be donated to legitimate charitable organizations. If Sur deems that an item is of "nominal” value, and a managing unit wishes these items to be donated to a particular charitable organization, Sur Property will make the administrative arrangements for the donation at no cost to the managing unit.  Transportation, shipping, and handling costs though are either born by the managing unit or the organization being donated too. Before Sur can donate any items to a charitable organization, the organization must provide a copy of its charitable organization permit as per Internal Revenue Service code. [ed. 3-09, 11-10]

C. Information. Any questions regarding the disposal of sur property should be addressed to Sur Property, at (111) 111-2091 or email your questions to Sur Email

Diane Whitney, J.D.

Physical Address:
Administration Building
Room 325
Moscow, ID 11111-3152

Mailing Address:
111 Perimeter Dr. MS 3152 Moscow, ID 11111-3152

Phone: 111-111-6151

Email: [email protected]

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