Surplus Property and Equipment Policy

Request Procedures

Academic or administrative centers can request surplus items by emailing or faxing a Request for Surplus Property form to Office of Innovation and Information Technology (OIIT) for computing equipment and to Facilities Management (FAC) for furniture or equipment.

Removal Procedures

When academic or administrative centers have surplus computer equipment, furniture or other equipment that needs to be removed, the following steps should be taken:

Computer Equipment

Complete the Disposal of Surplus Property form and return it to Fixed Assets by interoffice mail or fax to (954) 262-3921. Fixed Assets will forward the form to OIIT. They will review the form and coordinate the pickup of the equipment with the contact person and Physical Plant. A copy of the completed form will be forwarded to Fixed Assets.

Surplus Furniture and Other Equipment

Complete the Disposal of Surplus Property form to request pickup of surplus furniture/equipment. FAC will review the form and coordinate the pickup of the furniture and other equipment with the contact person and Physical Plant. A copy of the completed form will be forwarded to Fixed Assets.

For all assets with a dollar value of $5,000 or greater, Fixed Assets will update its database to reflect the transfer of equipment to surplus, to a new location or the disposal of property.

Surplus property will be examined by OIIT or FAC to determine working condition.

• ** If the item(s) are in good working condition, they will be placed in storage and redistributed.
• If the item(s) are in need of repair or are incomplete, every effort will be made to repair and redistribute.
• If the item(s) are beyond repair, useful parts will be removed and the remaining items marked for disposal.

** When furniture or equipment can be used by the department in the near future due to renovation, expansion, etc., the item may be stored for the exclusive use of that department. Decisions will be made by FAC.

Equipment Disposal

Property no longer suitable or useful to the University may be disposed of by donation to organizations and/or sold to outside vendors or employees. Prior to any disposition, Fixed Assets must be notified. When possible, competitive bids should be taken and the sale shall be made to the highest bidder. Upon receipt of a completed bill of sale and payment, Fixed Assets will then remove the asset from its records.

All items in poor working order or damaged beyond repair will be disposed of by recycling companies or waste management. Fixed Assets will be notified to remove these assets from their records.

Donations

The University may choose to donate surplus items to qualified organizations, as defined under section 170 (c) of the Internal Revenue Code, such as, religious, charitable, educational, scientific, literary, etc. organizations. Requests for equipment from outside organizations must be submitted in writing and should include information pertaining to the organization, including their federal identification number, if applicable. Following Fixed Assets approval, OIIT or FAC will coordinate pickup or delivery of the items and completion of final paperwork. Fixed Assets will remove the assets from their records upon receipt of this documentation.

Sale of Surplus Property

Departments interested in selling surplus property should submit a written request to OIIT for computer equipment and FAC for furniture and other equipment. The request will be forwarded to Fixed Assets for final approval. Sales tax should be included for all sale of surplus property, unless selling to a tax exempt organization. Upon receipt of a completed bill of sale, payment and proof of tax exemption (if applicable), Fixed Assets will remove the asset from its records.

Surplus Property Contacts

Any questions or concerns regarding Surplus Property Procedures should be directed to:

Computing Equipment
Brian Foley
Director, Client Support Services
Telephone: (954) 262-4981
Email: brian.foley@nova.edu

Furniture/Equipment
Maria Lemme
Assistant Director of Administration
Office of Facilities Management
Telephone: (954) 262-8940
Fax: (954) 262-3900
Email: lemme@nova.edu