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Surplus Property Policy

TBR Policy Reference: 4:02:20:00

Approved by: Bruce Blanding

Original Date Effective: 2016-08-01

Policy:

Surplus personal property means that personal property which has been determined to be obsolete, unusable, or no longer usable by Jackson State Community College, or property for which future needs do not justify the cost of maintenance and/or storage. Such property must be declared “surplus personal property” by department director; provided however, property need not be declared surplus where disposition is through the trade-in method.

The Director of Physical Plant at JSCC is responsible for the disposal of surplus personal property and for the communications and procedures concerning its disposal. The Director of Physical Plant is also responsible for the maintenance of accountability on all items of surplus personal property and shall ensure that adequate audit and inventory trails on all items of surplus personal property are maintained.

If the department director declares property to be surplus personal property, the method of disposal shall be determined by the Director of Physical Plant from the alternatives set forth in TBR Policy 4:02:20:00. Written documentation for the selection of method of disposal shall be maintained. The trade-in method, where property is of the nature appropriate for trade-in, and transfer to other institutions or schools in the TRB system shall be the first and second priority methods, respectively, for disposal of surplus personal property, except for waste products which shall be disposed of as further provided in TBR Policy 4:02:20:00.

Process:

  • Custodian of property considered to be surplus must receive written approval (Surplus Property Form) from department director prior to removal or disposal.
  • Department director determines if property is deemed surplus by signing off on Surplus Property form noting property status (obsolete, unusable, or no longer usable by JSCC)
  • Department director assigns written value to surplus property (no value, some value)
  • Physical Plant Director is notified by completion of Surplus Property form, of property being declared surplus and of need to have property removed
  • Items costing less than $5,000
  • Director of Physical Plant or designee categorizes surplus property as “scrap” or “to be sold
    • Scrap is defined as visibly un-repairable, un-usable, or non-saleable Property identified as scrap is documented and destroyed by Physical Plant personnel
    • Scrap items costing less than $5,000 are documented and destroyed by Physical Plant personnel. Copy of Surplus Property Form noting action taken is forwarded to Property Officer and Director of Purchasing
    • Items deemed “to be sold” are listed and stored until Director of Purchasing has obtained approval from appropriate administrator to conduct sale. Copy of Surplus Property form noting action taken by Physical Plant personnel is forwarded to Property Officer and Director of Purchasing.

Items costing $5,000 or more

  • When items costing $5,000 or more have been declared surplus, the Director of Physical Plant notifies the Property Officer and Director of Purchasing by forwarding copy of Surplus Property form
  • Items are listed and stored until Director of Purchasing has obtained approval from appropriate administrators to conduct sale

Computer Equipment

  • OIT department personnel determines if all computer related items are surplus
  • It is the responsibility of the OIT Director or designee to ensure that all information is removed from hard drives before Surplus Property form is forwarded to Director of Physical Plant
  • Items costing less than $5,000 and deemed scrap are documented and destroyed. Copy of Surplus Property form noting action taken by Physical Plant personnel is forwarded to Property Office and Director of Purchasing
  • Items costing less than $5,000 and listed as “to be sold” are stored until Director of Purchasing has obtained approval to conduct sale. Copy of Surplus Property form noting action taken is forwarded to Property Officer and Director of Purchasing
  • Items costing more than $5,000 and deemed surplus are listed and stored until Director of Purchasing obtains approval from appropriate administrators to conduct sale. Copy of Surplus Property form noting action taken is forwarded to Property Officer and Director of Purchasing

Vehicles

  • Vehicles are either traded in on a new vehicle or listed as “to be sold”
  • Before any item is sold, with the exception of vehicles, campus personnel are given the opportunity to look at “Surplus Inventory” to determine if any items can be of use on campus
  • All items not sold during public sale are documented and destroyed by Physical Plan personnel.

Surplus Storage

  • Surplus “to be sold” items are generally stored in the Physical Plant facilities until Director of Purchasing has obtained approval from appropriate administrators to conduct sale
  • When the need to store properties off campus arises the Director of Physical Plant notifies the Vice President for Financial & Administrative Affairs in writing. The Vice President for Financial & Administrative Affairs approves or denies request. The notification must include vendor, contents to be stored, cost, and length of storage

Other

  • Surplus Property form can be found in the Public Folders on the Physical Plant tab.
  • Property Officer, Director of Purchasing and Director of Physical Plant will maintain Surplus Property “to be sold” list and Surplus Property “dispose” list.