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For any questions please send e-mail to: NDSU.Policy.Manual@ndsu.edu

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SECTION 406: SURPLUS PROPERTY

SOURCE: NDSU President

1. All property that becomes "excess" or "surplus" to the needs of a department shall be reported to the Purchasing Department. Except for surplus property where there are federal funds involved and federal regulations prohibit, this policy will be followed.

   1.1

   Neither University employees, nor anyone else, will be allowed to obtain personal possession of scrap, even if discarded, unless such property is handled as surplus property.

   1.2

   Non-University property, for example, property of students that is scrapped or discarded by students, while not technically surplus property will be handled pursuant to the surplus property rules if an NDSU employee wants to obtain such property.

    

2. Reporting of surplus property is done through the completion of a Facilities Management "Work Request" form (obtained from Facilities Management) submitted to the Purchasing Department. Appropriate inventory documents are to be submitted with the "Work Request" form.

   2.1

   Upon receipt of notification, the item will be catalogued for inclusion in a surplus property bulletin which will be distributed periodically to all the departments.

   2.2

   The distribution of University surplus property will be at the discretion of the Purchasing Department. Generally distribution is based on budgetary considerations and need.

   2.3

   The surplus item may be transferred to another department of the University without cost or at fair market value to that department.

   2.4

   If not disposed of under above procedures, the item will be disposed of under N.D.C.C. 54-44-04.6 and N.D. Office of Management and Budget requirements.

   2.5

   Surplus property items will be sold on a regular basis on campus pursuant to Purchasing Department procedures. Items sold at surplus property sales are sold as is and without warranty of any kind, express or implied, including warranties of merchantability or fitness for a particular purpose. Items may have a minimum bid price. Bid forms will be available at time of inspection. Terms of sale are cash/check upon pickup of items.

3. Purchasing will coordinate and request approval to trade-in, dispose of, or sell excess and surplus property from appropriate OMB personnel in accordance with Century Code requirements.

4. Refer to the Grant and Contract Accounting section for procedures on property purchased with federal funds.
5. It is the policy of the State of North Dakota that disposition of state surplus property be accomplished in such a manner as to prevent material benefit to any employee by virtue of their employment.

HISTORY: July 1990; Amended April 1992; January 1997; November 1999, October 2007