Surplus Procedures


Surplus property is defined as supplies or equipment which are obsolete, damaged and unusable, or in excess of need. This includes all tangible assets with the exception of real property.

 

PSU Purchasing Department Surplus Procedure:

 

  • PSU Purchasing will determine with the department if there are any hazardous substances/materials that may require special handling (e.g., refrigerants, chemicals, radioactive, etc.). If hazardous materials are present, the department must contact the campus Environmental Health and Safety Manager at 535-2409.
  • If hazardous materials are not present, the following procedures apply to surplus:

Non-Computer/Electronic/AV Equipment Surplus:

 

Non-Computer/Electronic/AV Equipment includes furniture, vehicles, lawn mowers, office supplies, and other miscellaneous items.

PSU Departments shall complete the Surplus Request Form and forward to the Associate Director of Purchasing, Jen Mike, via email. Any surplus questions should be directed to Jen via email or phone (5-2587).

Surplus vehicle requests must include the completed Surplus Request Form accompanied by the Surplus Vehicle Information Form.

PLEASE INCLUDE PHOTOS WITH YOUR DOCUMENTATION.

When complete documentation is received, items will be posted on the “Surplus For Sale” website for 14 days. If no bid is received, items will be advertised locally via the PennySaverNH Shopping Guide and/or on Craigslist.

The contact listed on the Surplus Request Form will be responsible for showing potential buyers the surplus item(s) and answering any questions regarding the item(s).

If deemed appropriate, Purchasing will advertise items such as surplus office supplies directly to the Administrative Assistants and/or direct the department to advertise to the campus community via the PSU FYI system using the Event Request Form.

Surplus item(s) with an estimated current market value per unit of $1 or greater require PSU Purchasing/Surplus approval, and must be advertised for bid as follows:

  • To USNH departments for a minimum of 14 days by Purchasing.
  • To the general public after the 14-day USNH availability period.

Final Sale

All surplus property is sold “as is, where is.” All sales are final. Purchasing will notify the seller department when an offer is received. The seller will only notify the person whose offer is accepted. Payment and pick up arrangements should be made between the selling department and the buyer. The selling department should notify Purchasing when the item has sold so it can be removed from the web.

Surplus Donations

Donations may occur if and when no interest in the item has been shown within the USNH community. The responsible department may then decide to donate to a non-profit organization. Non-profit organizations must provide proof of non-profit status (501 C 3) which shall be kept on file by the PSU Purchasing Agent.

If surplus goods are donated to a non-profit organization, the department shall submit the Surplus Donation Form with a copy of proof of non-profit status (501 C 3) form to the Purchasing Agent to be kept on file.

Complete policies, procedures, and a list of non-profit organizations can be found here.

No offers Received

If no offers are received for the surplus item, Purchasing will remove the item from the web by the close date unless the selling department notifies purchasing to:

  • Extend the closing date
  • Change the asking price
  • Scrap the item

Disposal of Surplus

If choosing to scrap the item, the department must submit a work order to Physical Plant to have the item removed. For further information visit Disposal of Surplus.

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