PUR 1.50 - Purchase of State and Federal Surplus Property

Responsible Office(s): Purchasing Services                                                          Effective: November 1, 1992

A.    Purpose.

Establishes University policy and procedures for the purchase of surplus property from the State Surplus Property Agency or the Federal Surplus Property Warehouse.

B.   Scope.

Applies to all University departments and activities.

(For procedures regarding the disposition of UNCW surplus property, see Administrative Procedure AUX 9.20.)

C.    Policy.

1.     State and Federal Surplus Property.
As a state agency, the University may purchase state and federal surplus property. This property must be purchased via a purchase order. Due to very limited storage space, only items for immediate use can be purchased.

In addition, individuals may submit a personal bid for items published for sale by the State Surplus Property Agency.

D.    Procedures.

1.     Purchase of Federal Surplus Property.
The University has been issued a credit card by the Federal Surplus Property Agency in Raleigh for the acquisition of federal property. Federal surplus property shall be released only upon presentation of the card. Departments wishing to purchase federal surplus property shall:

     a.    Prepare an electronic purchase requisition (see Procedure PUR 1.10) indicating the maximum amount allowed to spend and the date of the proposed purchase in Raleigh. The requisition must be approved by the appropriate Department Chairman, Dean, or Vice Chancellor. Upon receipt of the requisition, Purchasing will prepare a purchase order and draft a letter of authorization allowing use of the credit card.

     b.    Pick up the credit card, letter, and purchase order from Purchasing prior to travel.

     c.    Return the credit card, along with the sales ticket and the signed receiving (pink) copy of the purchase order, to Purchasing upon return from Raleigh.

2.    Purchase of State Surplus Property by University Departments.
Only a purchase order is required for the purchase of state surplus property by University departments. Departments wishing to purchase items shall:

     a.    Prepare an electronic purchase requisition, indicating the maximum amount allowed to spend and the date of the proposed purchase in Raleigh. The requisition must be approved by the appropriate Department Chairman, Dean, or Vice Chancellor. Upon receipt of the requisition, Purchasing will prepare the purchase order.

     b.    Pick up the purchase order from Purchasing prior to travel.

     c.    Return the signed receiving (pink) copy of the purchase order, along with the sales ticket, to Purchasing upon return from Raleigh.

3.    Purchase of State Surplus Property by Individuals.
After the State Surplus Property Agency has advertised surplus property for public sale, any individual may submit a personal bid. Copies of the listing of available property may be obtained from the Warehouse Clerk, Warehouse Services. Instructions for submitting personal bids are printed on the listing.

4.    Acquiring Surplus U.S. Government Property for Sponsored Programs. These acquisitions are governed by special requirements and procedures of federal sponsoring agencies. Principal investigators and program directors must contact the Office of Sponsored Programs to initiate requests for transfer of US government surplus property to the University for support of federally-sponsored programs.