Surplus Property Policy and Procedures

Title: Surplus Property Policy and Procedures
Policy Owner: Central Stores Surplus
Applies to: Faculty, Staff
Campus Applicability:  Storrs and Regional Campuses
Effective Date: December 15, 2014
For More Information, Contact Central Stores Surplus
Contact Information: (860) 486-3094
Official Website: http://www.stores.uconn.edu/

 

  1. Central Stores Surplus (“the Surplus Department”) is responsible for administering the University’s Surplus Program. Per Public Act 91-256, the University of Connecticut was given the authority to disposition surplus, unused and/or unserviceable equipment and supplies.  The Surplus Department will determine whether items sent to surplus will be reused or recycled. Under no circumstances may University property be discarded without a completed Form ACT-39 approved by either the Director of Logistics Administration or the Manager of the Surplus Department. To be in compliance, departments declaring items surplus must fill out an ACT-39, and forward it to the Surplus Department, U-5268. The ACT-39 Forms may be ordered from Central Stores at no charge, item number 72890033. Or departments may declare items surplus via the Kuali (KFS) Capital Assets System. The procedures outlined below must be followed.
    • REFRIGERATION UNITS: Before sending refrigeration units to the Surplus Department, departments must submit a work order to Facilities Operations for removing refrigerants from the unit(s). The removal is required per state and federal environmental regulations and ensures the safety of ground water and the ozone. Departments must forward proof of the work order number with the completed Form ACT 39 to the Surplus Department before the Surplus Department will schedule pickup. After pickup, the Surplus Department will deliver the refrigeration units to a centralized location to have the refrigerants removed prior to being recycled.
    • MOTORS: Before sending motors to the Surplus Department, departments must submit a work order to Facilities Operations for removing oils from the motors. The removal is required per state and federal environmental regulations and ensures the safety of ground water. Departments must forward proof of the completed removal with the completed Form ACT 39 to the Surplus Department before the Surplus Department will schedule pickup.
    • COMPUTERS: CERTIFICATION OF DATA INACCESSIBILITY: Before sending  computers/electronic media to surplus, all stored electronic data must be permanently destroyed. To assist with this requirement, a Data Wipe Utility package may be ordered from Central Stores at no charge, item number 78610005.  In addition to completing the ACT-39, departments must also complete a Certification of Data Inaccessibility, available on the Central Stores website. The completion of the certification form is necessary to comply with confidentiality and copyright laws. Both forms must be completed before the Surplus Department can remove computers. Departments may also declare computers/electronic media surplus via the Kuali (KFS) Capital Assets System.
  2. The Surplus Department will attempt to remove surplused items within one (1) month from the receipt of the ACT-39.  Departments wishing to remove their own items to Surplus must schedule an appointment with The Surplus Department, (860) 486-3094.  Under no circumstances can any item of property belonging to the University of Connecticut be “scrapped” without an ACT-39 approved by the Director of Logistics Administration or the Manager of The Surplus Department.
  3. The Surplus Department will determine whether the item(s) surplused will be recycled or made available.
  4. The University may reserve certain surplus items, such as file cabinets and selected computers, for its own internal reuse.
  5. Most items made available may be inspected at the Surplus Property Showroom, 6 Ahern Lane, Mansfield Depot, CT.  Showroom hours are Tuesdays and Thursdays, 1-3 pm. Employee identification must be shown to gain admittance.
  6. University departments may obtain surplus property through the completion of an ACT-39, available at the Surplus Property Showroom. Departments must provide their 7 digit Kuali (KFS) number.  The Surplus Department will deliver transferred items, if necessary, to University departments within 1 month from the ACT-39 date.
  7. After 30 days, surplus items not transferred are eligible for alternate means of disposition by the Surplus Department:
    1. Public Sale Items may be offered for public sale through the auction process or at a storefront location.
    2. Other State Agencies may visit the  Surplus Property Showroom or the storefront location to obtain University surplus items.  Payment can be made with a State of Connecticut Transfer Invoice, Form CO-608.  Other State agencies are responsible for transportation of transferred property.
    3. Scrap Items may be scrapped, either through the existing University recycling program, or by other processes.  Items designated as scrap may not be given away to any University employee or to any other interested party.