Property Management Policy & Procedure Manual
Section 800: Equipment Disposal
Effective: 07/01/1971
Revised: 11/08/2019


All university owned property that is worn-out, obsolete or excess to the institution’s needs, or otherwise unsuitable for intended use must be disposed of through OSU Surplus Property.  Agriculture Experiment Stations, Extension Offices and other remote sites must arrange for surplus items to be disposed of by the Surplus Property department in Corvallis.  Surplus property is taken on a consignment basis.

All sales of university owned property to outside individuals or agencies are prohibited except for sales through the Surplus Property department. When OSU Motor Pool has determined that one of its vehicles no longer meets university needs due to age, mileage, etc., that vehicle will be removed from OSU's inventory only by a sale to the public through Surplus Property.

University owned property that has been authorized for disposal by transfer or trade-in is exempt from disposal through OSU Surplus Property.

Disposal of University owned Property Procedure

Responsible Party Action
  1. Complete a Surplus Property Pick-up Request that lists all items to be collected with their appropriate Fixed Asset property tag number (be sure to enter the asset number in the "Identifier" field).
Surplus Property
  1. Review list and verify that all capital assets are eligible for collection and disposal. Surplus Property will not collect or dispose of federally or other owned property.
  2. Collect surplus property and relocate it to Surplus Warehouse.
  1. Compare items on list to the original pick-up request and communicate any discrepancies to Surplus Property.
Surplus Property
  1. Make property available to OSU departments, state agencies or other authorized non-profit organizations.
  2. Property not purchased internally will be made available at public sales.
  3. Proceeds from the sale of surplus property (less consignment fee) are returned via a journal voucher in the month after the sale occurred.

Any equipment on inventory will remain on inventory for record-keeping purposes until it is sold or otherwise disposed of.  Fixed Assets Property Management within Financial Accounting & Analysis (FA&A) will then remove it from inventory once notified via Surplus Sales Reports each month.

Some equipment may be difficult or inconvenient to move to the Surplus Warehouse.  In these cases, Surplus Property will arrange the sale of the item at its current location and coordinate dismantling/moving the equipment when the item is sold.