Excess Property Disposal Instructions

WHO OWNS IT?
If property was purchased with departmental funds, a dean, director, or department head may authorize its release for sale by signing the EXCESS PROPERTY DISPOSAL FORM. There may be restrictions on the sale of items purchased with grant or sponsored funds, and these must first be cleared with Sponsored Accounting, ext. 2059.

OBTAIN AN EXCESS PROPERTY DISPOSAL FORM
The form is available online by clicking here.  Complete the form and contact the Excess Property Manager, ext. 2288, for an authorized disposal form number.  Enter the assigned number in the space provided in the upper right hand corner.  Return the signed original to the Purchasing Office, Skytop Office Building. Photocopy one for your records, and one to use as a packing list if transporting goods to the warehouse.   A signed Excess Property Disposal Form should accompany each shipment to the warehouse. Physical Plant personnel will request this form from the department. Write the Excess Property Disposal Form number on a tag or self-adhesive label and attach it to each item being shipped to the Hawkins Building.  Smaller items can be placed in a box and marked with the Excess Property Disposal Form number.

SELLING DIRECTLY FROM YOUR DEPARTMENT
University Property is sometimes sold directly from a department location without shipping the property to Excess Property at the Hawkins Building.  Contact the Excess Property Manager at 443-2288 to determine pricing, payment requirements, and to obtain an Excess Property Disposal Form. Payment must be processed through Excess Property.  Transactions involving the sale or transfer of University property directly from one department to another, and where the property will remain on the premises of Syracuse University, may be arranged directly between the departments without Excess Property’s involvement.

DETERMINE THE SELLING PRICE
Selling prices for Excess Property are based on fair market value.  Minimum selling prices may be set by departments; however, actual selling prices, decisions to scrap, and final disposition of excess University property are determined by the Excess Property Manager.

DONATING UNIVERSITY PROPERTY 
Occasionally, donation of University Property will be authorized.  Most often, to avoid the perception of favoritism and unfairness, it is preferred that donations be made by individuals and not the University.  To initiate this process, obtain an Excess Property Disposal Form and provide information regarding the organization to receive the proposed donation.  Donations must be approved by the Director of Purchasing and will be coordinated through the Center for Public and Community Service.

SECURING A CREDIT
The chartstring listed on the disposal form will receive additional funds from sale proceeds.  The full selling price is released for internal (ID) sales, and 95% of outside (cash) sales.  Accounts are reconciled quarterly by Financial Analysis.  For questions about additional released budget funds or reports contact Ext. 5372.  Please note that excess property sales may no longer be deposited to an expense account (i.e., accounts beginning with ’56’). All excess property sales must be accounted for as revenue for the selling department. Please use one of the following revenue accounts to record the sales income:

  • 480057, Other-Excess Property Income (cash or check sale and the selling department is not an auxiliary department)
  • 470057, Auxiliaries-Excess Property (cash or check sale and the selling department is an auxiliary department)
  • 800057, Internal Income-Excess Property (ID sale, note: buying department should use an appropriate expense account)

TRANSPORTATION AND WAREHOUSE HOURS
Transportation of excess property to or from the warehouse can be arranged by contacting your Physical Plant Zone or, or for larger shipments, Physical Plant Central at ext. 4984. The Excess Property Store is open on Wednesdays from 8:30 a.m. to 3:00 p.m. at the Hawkins Building, 1600 Jamesville Ave., ext. 1704.  During the summer, the store will be on a reduced schedule.  Please visit the website (surplus.syr.edu) for the schedule.

Excess Property shipments to the warehouse should be confirmed with the manager at Ext. 2288. Most pick-ups and deliveries are scheduled for Wednesdays, and prior notice significantly expedites the loading, display, and identification of items in and out of the sale area.
Departments arranging for pick up of purchased excess property from the warehouse should provide Physical Plant movers with the name and phone number of a person who can answer questions.

SURPLUS WEB SITE
For the store schedule and a list of some of the items available for sale at the warehouse, please visit the Surplus Inventory List.

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COMPUTER AND ELECTRONIC EQUIPMENT RECYCLING END OF LIFE (EOL)