- Accounting and Responsibility
- Adjustment to Department Records
- Annual Physical Inventory
- Change in Deparment Head
- Definitions
- Donated Equipment
- Missing and Stolen Property
- Notice of Public Sale
- On-Line Property
- Removal of Equipment from Campus
- Removal of Equipment from Deparment Records
- Surplus ListServ
- Surplus Property
Surplus Property
Once turned over to surplus, the Property Manager may take the following actions in order to re-use, donate, sell or dispose of surplus property. The actions listed are shown in the order in which they must take place.
Transfer and Re-Use on Campus
Equipment stored in the Surplus Warehouse is available, without cost, for transfer to those departments in need of such equipment. Availability is on a first-come, first-served basis. Arrangements to view surplus property must be made through the Property Manager. Computer equipment may be viewed at the Science Research Center Mondays, 1:30-4:30pm; other surplus may be viewed at the Purchasing Building, 8-5, Monday through Wednesday.
If a department has a need for surplus equipment a PTF must be completed and signed by the department head. The department is responsible to make arrangements for the equipment to be picked up from the Surplus storage area. Physical Plant Special Services are available for pick-up and delivery of the equipment for a fee. Call x5107 for more information or to make arrangements.
Surplus Property is available at any time. However, the Property Manager will advertise the availability of surplus property to the campus at least one to two weeks before a scheduled surplus sale. To receive these advertisements, the individual must subscribe to the Surplus List.
Donated or Sold to a State Agency
Equipment that is not re-used on campus may be donated or sold to any other Texas State Agency. If the department is aware of another agency that is interested in SFA equipment, please contact the Property Manager.
Donated or Sold to a Political Subdivision or Assistance Organization
Prior to a public sale, surplus property may be donated or sold to a political subdivision or assistance organization, including cities, counties, school districts, etc. If the department is aware of a city, county, public school district, fire department, etc. that is interested in SFA equipment, please contact the Property Manager. All surplus property defined as instructional material that is not reused on the SFA campus or donated or sold to a State Agency must be advertised for a minimum of one week via the Texas Higher Education Coordinating Board website. This is a website designed for public schools to view and obtain material needed for their school. Instructional material is defined as athletic equipment, audio-visual equipment, Mac & PC computers, desk, chairs, tables, other furniture, laboratory equipment, library materials, musical equipment and other instructional equipment. After a minimum one week of advertising on the web, if a school has not responded and no other donation has been made, all surplus, with the exception of the computer or data processing equipment, will be placed in a public sale.
Transferred to Texas Department of Criminal Justice
All data processing equipment that is not disposed of by one of the aforementioned means must be sent to TDCJ to repair, refurbish, rebuild and resell, or recycle.
Departments must remove any information from storage devices prior to transferring the equipment to Surplus. These items must be listed on a Property Transfer Form (PTF) with serial and model number recorded. Do not list other non-data processing equipment on the same PTF with data processing equipment. Data processing equipment must be taken to the SRC storage area, which is open Mondays 1:30-4:30.
Public Sale
Surplus Property that is not disposed of by one of the previous methods will be sold in a public sale. The Property Manager sets the purchase price of the items with review by the Director of Purchasing and Inventory. View sales dates, locations and items. Equipment may be viewed Monday through Wednesday from 8am to 5pm. After an item has been included in an advertised public sale, the Property Manager may sell it upon request to anyone making an offer.
Donated or Sold to a Private Non-Profit Entity
Surplus property that is not sold in a public sale can be donated to a private non-profit entity. The Property Manager must be contacted with the required information to complete the donation, i.e. contact person, phone #, name of entity. Arrangements must be made with the Property Manager for pick-up of the equipment from SFA. A letter of donation must be received from the accepting entity for audit purposes.
Discarded
The Property Manager may discard any equipment or supplies that have not been successfully put back into use by one of the above methods.