Note: The following links are simply references to markers further down in this document

Introduction
Promotion of Reuse Campus-wide
Purchasing from Surplus Property
Sealed Bid Sales
Equipment Trade-ins
Reimbursement Schedule for the Sale of Items Through Surplus Property
Public Spot Sales - Purchasing Surplus Property for Personal Use
Public Auctions
Lost and Found Procedures

Northern Arizona University is required by law to maximize use of all assets and, when it has no further use for them, maximize returns on their sale. We are not allowed to give surplus property away. The Surplus Property Department is the only NAU department authorized to dispose of surplus property. Our primary role is to ensure the excess property generated by NAU will be handled in a method that both maximizes the return to the University and meets the disposal requirements of the State and Federal governments. In addition, our department will purchase surplus equipment in order to meet University needs at the lowest possible cost.

To meet these goals, we:

• Promote the reuse of surplus assets/property campus-wide.

• Hold sealed bid sales for disposal of specific assets of considerable value.

• Sell selected merchandise on a daily basis through public spot sales for a posted price.

• Research equipment trade-ins to ensure the end result is in the best interest of the University.
  

I. PROMOTION OF REUSE CAMPUS-WIDE

1. Surplus Property will pick up and receive excess (no longer needed) property/equipment.
   
   When disposing of computer equipment, the department is responsible for removing all files and current software from the computers hard drive before it is turned in to Surplus Property for disposal.
   
   NOTE: The property/equipment must be in acceptable condition for resale, as determined by Surplus Property. Departments will be informed of other options for disposing of material which is deemed unacceptable for pickup by our staff.
   
   
   • The department notifies Surplus Property (523-4163) when they have equipment or materials for disposal.
     
     
   • The Surplus Property staff receives the property by scheduling a pick up or arranging for the items to be dropped off at the warehouse, located in Building 47A. There is no charge for pick up of property.
     
     
   • A Property Control Authorization (PCA) form is completed for items transferred to Surplus Property for disposal. Both Surplus Property and the department turning in property must sign the PCA form.
     
     
   • The department may request a selling price or list a market value for some or all of the items listed on the PCA form. (This is required for items to be sold by sealed bid.) If no amount is given, Surplus Property will sell the property for a price established from previous sales of like items.
     
     
   • Due to changes in environmental laws, monitors and CPU's are now considered hazardous waste and can only be disposed of under specific disposal guidelines. When a department turns in monitors of any kind, we will ask them to supply us with an agency/org. If the monitors must be disposed of as hazardous waste, we must pass on the disposal fee to the department ($10.00/monitor). There will be no charge to the department if we are able to dispose of their monitors by other means. Please keep in mind that monitors can not be disposed of by throwing them in a dumpster without the possibility of being assessed a fine.
     
     
2. Surplus Property provides University departments a cost-effective alternative to purchasing new products.
   
   
   • Surplus items in demand with the campus community are cleaned and small repairs are completed in order to supply property in good condition.
     
     
   • Surplus Property purchases office furniture in high demand by university departments through State Surplus and Federal Excess Property channels and also used merchandise outlets.
     
     
   • A "want list" is maintained for needed surplus equipment. Departments on the list are contacted when the equipment required is found or received.

To top of page

II. PURCHASING FROM SURPLUS PROPERTY

1. A representative of your department simply walks in and selects merchandise from our warehouse and/or showroom. We do the rest.
   
   
2. A PCA form is completed for the purchase by a Surplus Property staff member and a delivery time and date is scheduled.
   
   
3. Surplus Property will request an agency/org and an authorized signature on the PCA form, and the department will receive a copy of the completed form.
   
   
4. An interdepartmental billing (II) will be processed for the purchase approximately one (1) month after purchase. The PCA number will be referenced on the interdepartmental billing.

III. SEALED BID SALES

1. This type of sale is held for specialized equipment of considerable value with limited market appeal.
   

2. Extensive research is performed to establish as large a market as possible.
   

3. A required legal advertisement is placed in a local newspaper. Other advertising options are also researched in order to reach as many prospective buyers as possible.
   

4. Sealed bid packets are compiled and sent out. These packets supply all pertinent information including a detailed description, property location, a contact for additional information, viewing dates and times, and the terms and conditions of sale.
   

5. The bids are received at the Surplus Property office and opened at a designated date and time as listed in the bid packet. A representative from the department disposing of the equipment is encouraged to attend the bid opening.
   

6. If the selling department accepts the high bid, Surplus Property completes the necessary paperwork and collects the money. If the selling department does not wish to accept the high bid, other disposal options are provided.
   

7. Upon receipt of the funds from the buyer, the proceeds from the sale are transferred to the originating department.

To top of page

IV EQUIPMENT TRADE-INS

1. Trading-in specialized and costly University property to a vendor for new equipment is often the most cost effective disposal method.
   
   
2. Before the trade-in, a PCA form should be completed for the item to be traded. The original form should then be forwarded to Surplus Property (please include the property control number in order to remove this item from your inventory). Surplus Property will then research the item's value, use, etc., and verify whether a trade-in is in the best interest of the University.
   
3. After research is completed, Surplus Property will sign the PCA form approving the trade-in and send it back to the originating department. A copy of the PCA form or the PCA number should be provided to the Purchasing
   

V. REIMBURSEMENT SCHEDULE FOR THE SALE OF ITEMS THROUGH SURPLUS PROPERTY

1. To ensure all departments are reimbursed consistently and equally, the amount of funds returned are calculated using an established reimbursement schedule.
   
   
2. Surplus Property retains the first $125.00 from the sale of each item plus a percentage of the remaining balance. For sealed bid sales, the legal advertisement fee is deducted from the proceeds.
   
   
3. When you turn in property, you will be asked to supply us with your agency/org, by filling in the blanks on your copy of the PCA form used to transfer items to us. This gives us the information necessary to transfer funds to your department after the sale of the property listed on the PCA. Failure to supply our office with this information, within two weeks from the pickup date, could result in no return to your department. Transfers are generally completed after the end of each month for items sold that month.

To top of page

VI. PUBLIC SPOT SALES - PURCHASING SURPLUS PROPERTY

1. Some property is designated for University use only and is not available for public purchase. Some items may be designated for sealed bid sale only, because they are in high demand or are specialized.
   
   
2. Individuals interested in purchasing surplus equipment for their personal use should stop by periodically and browse the public sales area.
   
   
3. All surplus property is offered exclusively for sale to University Departments for fifteen days (15). Merchandise not claimed by NAU departments is then sold to faculty, staff, students, and the general public. Items for sale are stamped with an available date and a price. (Available property varies from day to day due to the fifteen day holding period policy).
   
   
4. The posted price is based on previous sales of like merchandise and/or market value.
   
   
5. Purchases are handled on a cash and carry, first come--first served basis. A 6.525% sales tax will be charged. A receipt for the purchase will be completed in Surplus Property and a copy given to the buyer.
   
   

VII. PUBLIC AUCTIONS

Auctions have been eliminated due to the fast turnover of property by public spot sales.

VIII. LOST AND FOUND PROCEDURES

In conjunction with the NAU police department, the Surplus Property department implemented policies to manage lost and found personal property on the NAU campus. These policies establish specific responsibilities for Campus departments, NAUPD, and Surplus Property, distinguish between accountable and non-accountable property, and explain the procedures in which each type of property should be dealt with. Per Arizona Revised Statute (ARS) 12.941C, accountable property is defined as items having a value of $25.00 or more. All other property is considered non-accountable. Per ARS 12.942, the disposition of accountable property can not take place until it has been in the University’s possession for 90 days.
Examples of accountable property: Cash, jewelry, eye glasses with prescription lenses, NAU building and vehicle keys, I. D. cards, credit cards, scientific calculators, bicycles, musical instruments.

Examples of non-accountable property: books, magazines, notebooks, costume jewelry, shoes & clothing, keys (misc.), backpacks, cups & water bottles, wallets, purses (without valuables).

Responsibilities for:
Individual departments - Transfer all accountable property to NAUPD. Store non-accountable property for 30 days to be reclaimed by the owner. At the end of the 30 day holding period, non-accountable property may be disposed of at the departments discretion (turn into non-profit organizations, recycle, etc.) or they may transfer it to the Surplus Property Department.
NAUPD - Store accountable property for 90 days while attempting to locate the owners. If unclaimed at the end of the 90 day holding period, accountable property will then be transferred to the Surplus Property Department.
Surplus Property Department - Receive accountable and non-accountable property at the end of its 30 or 90 day holding period. Dispose of the property through standard disposal procedures, such as public spot sales.

Generally, when a person loses an item, they will return to the building they think they lost it in. For this reason, property is more apt to be reclaimed by the owner if stored in the individual department where it was found for 30 days before being turned into Surplus Property. When valuables are lost, most feel that reporting their loss to NAUPD is the best option for recovering the item(s). For this reason and because most departments do not have a secure storage area for valuables that are found in their areas, accountable property should be turned into NAUPD the same day that it is found. We suggest that departments establish lost and found procedures in their individual areas using the above policies. A log book is a preferred method for tracking dates and descriptions for found property. A form should also be created to account for property of value that will be turned over to NAUPD. As with all transfers of property from Campus departments to Surplus Property, a Property Control Authorization (PCA) form can be used to transfer lost and found non-accountable property to Surplus Property for disposal. Please call 523-4163 for questions regarding these policies and procedures.

To top of page

Surplus Property On Campus Services and Policies page

Page Last Updated on January 28, 2004