• Excess and Surplus Property: AR-3140-A

  • Section:3000: Fiscal Management
    Excess and Surplus Property
    Administrative Regulation: AR-3140-A
    President’s Cabinet (PC) Approval: 6/14/94
    Revised: 8/11/98
    The procedures pertaining to College excess or surplus property are intended to obtain the maximum use and benefit to the District.
    1. Definitions:
      1. Personal property:  Items owned by the District which are not real property or expendable supplies;
      2. Excess property:  District personal property assigned to a division, department or area but which is no longer needed by the assignee.  These items may be in storage upon being declared excess but are available for use in another management unit;
      3. Surplus property:  District personal property which is no longer needed by any division, department or area of the District and subject to disposal process.

        Budget unit managers are responsible for determining if an assigned item is excess or surplus property.  When an item is no longer needed or usable, the area administrator will complete an Equipment Transfer Form and distribute copies per instructions.  A work order should then be submitted to Facilities requesting the item be moved to a new location or the Surplus Property warehouse.
    2. Excess property items will be retained for later use.  Surplus property items will be disposed of in the following manner:
      1. Sold to the public in an advertised set price sale, sealed bid or auction or offered to other public agencies, school districts and local municipalities.  If the surplus property is not sold or accepted, it may then be liquidated for scrap or considered refuse.

        An exception to the above procedure is allowed when an item can be used as a trade-in applied to the purchase of other personal property.  The Equipment Transfer Form will be completed for any property item used as trade-in.

        All personal property necessary for fair presentation of audited financial statements will be included in an inventory of fixed assets.  Other personal property may be inventoried as required. The inventory will be updated whenever items are transferred to excess, surplus, trade-in and/or disposal.  This inventory will be the responsibility of the finance director or designee. 

        If there is a federal interest in any personal property appropriate permission must be granted by federal agency before property is considered surplus.