The version of this rule that includes
live links to associated resources is online at
https://www.ohio.edu/policy/55-071.html
(A)
Overview
This policy provides a standard
procedure for the disposition of surplus or excess property that complies with
applicable laws and insures maximum use of property prior to sale and then
maximum income from property at the time of sale.
Any department that declares as surplus
or excess state or university property will contact the moving and surplus
office (also called the surplus property office) at 593-0463. The property will
be removed from the department for disposition either through transfer to
another university department or public sale. No one is permitted to donate,
give away, sell, or otherwise dispose of any surplus or excess property, except
by the procedure outlined in this policy. Equipment used as a trade-in as part
of the purchase of new equipment is not considered surplus.
This policy does not affect the
procedures of policy 44.104.
(B)
Departmental
responsibilities and procedures
(1)
All equipment
In the disposal of all surplus items,
departments must proceed as follows:
(a)
Every department
or planning unit should have an individual who is authorized to determine when
property (equipment, supplies, or other material assets) is no longer useful to
the department.
(b)
When the authorized individual determines that property
is no longer useful, he or she will call the moving and surplus office to
arrange for disposition.
(c)
The department must report inventory changes and
deletions directly to inventory control, in accordance with policy 19.054 and
policy 19.055.
(2)
Red tag equipment
Red tag equipment is equipment marked
with a red, rather than the usual green, Ohio university inventory tag. A red
tag designates that the equipment was purchased with grant funds and is titled
to the granting agency, not the university. Never send red tag equipment to
university surplus without approval from the equipment inventory office. Always
check with equipment inventory for disposal of red tag equipment.
(C)
Moving and surplus office responsibilities and
procedures
(1)
Standard sale procedures
Upon receiving a request from the
department, the moving and surplus office will:
(a)
Move the surplus
property to the designated sale location as soon as possible.
(b)
Record the item
description and general condition.
(c)
Add the item to
surplus property inventory if it has economic value, and direct it to the
recycling program if it does not.
(d)
Locate inventory
control numbers and report change to inventory control for removal from the
department's inventory records. This provision does not relieve the department
from its responsibility to contact inventory control directly, as stated in
part (B)(1)(c) of this policy.
(e)
Prior to public
sale, make the item available to university departments for the cost of
handling the item.
(2)
Sealed bid
procedures
The moving and surplus office will
administer the surplus program and will, at its discretion, refer items which
are not suited for typical public sale (for example, airplanes and buses) to
the purchasing and contracts office.
The purchasing and contracts office
will make the final determination as to the method of sale for all surplus
(e.g., by sealed bid or by web auction, such as e-bay).
(a)
Bids will be
awarded to the highest bidder when the bid is determined to be reasonable
(i.e., commensurate with fair market value of the property).
(b)
Bids may be
rejected if they are below fair market value, improperly filled out, or lacking
in required details. Ohio university may, upon rejecting all bids, re-bid at a
later date, or offer the item for open sale.
(c)
Equal or tie bids
will be awarded based on the stamped submission date and time. The first bidder
will be the successful bidder.
(d)
Successful
bidders must pick up their purchases within five work days following bid
opening, unless otherwise arranged with the moving and surplus office or the
purchasing and contracts office, as appropriate. Failure to meet the pick-up
schedule may result in forfeit of the property.
(e)
The moving and
surplus office or the purchasing and contracts office may withdraw items from
sale prior to bid opening, if it is determined that an item is of further use
at Ohio university, or by another state institution.
(D)
Disbursement of income generated
(1)
Sales conducted
through the moving and surplus office
The division of the income generated by
sale of surplus items through the moving and surplus office depends on the
value of the item:
(a)
In cases where the income generated from the sale of
the item is five hundred dollars or less, all of the proceeds will be retained
by the moving and surplus office.
(b)
In cases where
the income generated from the sale of a surplus item is greater than five
hundred dollars, fifty per cent of the proceeds will be returned to the
contributing department.
When the proceeds are critical to
provide funding for the replacement of the item with a similar item,
departments may request up to eighty per cent of the proceeds from the sale by
submitting a written request and justification to the director of property
management.
(2)
Sales conducted
through the purchasing and contracts office
All income generated (one hundred per
cent) is returned to the contributing department. Sales are referred to the
purchasing and contracts office by the moving and surplus office only. All
departments must contact the moving and surplus office for sale of surplus
items.
(E)
Regional campuses
Disposition of surplus or excess
property on regional campuses will be managed by the regional campus dean. Each
regional campus dean will ensure that procedures outlined in this policy are
followed.
The version of this rule that includes
live links to associated resources is online at
https://www.ohio.edu/policy/55-071.html
Notes
Ohio Admin. Code
3337-55-71
Effective:
8/7/2016
Promulgated Under:
111.15
Statutory
Authority: 111.15
Rule
Amplifies: 111.15