Faculty and Staff

How to Send Non-Inventorial Property to Surplus Sales

Last updated August 20, 2009 1:59:49 PM PDT
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UCSD departments can dispose of excess university property at Surplus Sales. If your department wants to send non-inventorial property to Surplus Sales, follow the step-by-step instructions below.

In the right place? If the property is inventorial equipment, go directly to How to Send Equipment to Surplus Sales and follow the step-by-step instructions.

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1. Determine if the items are considered non-inventorial property.

Read the information and the definition of equipment found on the Equipment Management Basics page.

  • If you have inventorial equipment go to How to Send Equipment to Surplus Sales and follow the step-by-step instructions.
  • If you have non-inventorial equipment follow the remaining steps on this page.

2. Verify that the property is free of contamination.

Property that may have come in contact with hazardous materials must be certified contamination free before you send it to Surplus Sales. See How to Get a Decontamination Clearance for Equipment or Facilities for instructions.

3. Verify that computers and data-storage devices have been cleansed of sensitive data.

  1. Remove all sensitive data. To learn more about sensitive data or how to remove it, read Computer Media Decommissioning Procedures.
  2. Affix a label with the following information:
    • Name of person that cleansed the machine
    • Date machine was cleansed
    • Method or program used to cleanse the device

    This "certified clean" label template (PDF) is available for use.

  3. Note: Surplus Sales will not accept computers or data storage devices without a "certified clean" label.

4. Submit an Equipment Inventory Modification Request (EIMR) before sending non-inventorial property to Surplus Sales.

5. Keep a copy of the EIMR.

You will receive a a copy of the EIMR with an EIMR Number and Transaction Number when Surplus Sales has physical custody of your property. Keep this copy for your records to check for a credit if your property is sold.

Note: Departments may receive 65%–75% of the proceeds from items sold for $50 or more.

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For more information, contact Steve VanDuine or James Bates (858) 695-2660 (phone), or (858) 578-9344 (fax).

Notice: UCSD employees may buy items from Surplus Sales for personal use. Exceptions: Employees or near relatives of Material Support Services; and UCSD employees or near relatives when the property originates from the employee's department. A "near relative” includes a spouse, mother, father, child, or sibling, and step-relatives or in-laws in the same relationships.