Policies and Guidelines

As of December, 2014, UI departments, state agencies, government entities and school districts, may now view surplus items available for purchase on line. This allows these groups first chance at buying any interested item outright at its estimated value, before going to public auction. If you are interested in this opportunity, please send an email note to surplus@uidaho.edu for directions on how to become a Preview Member. Please Note: This is not for private individual purchasing. This is only for UI Departments state agencies, governmental entities and school districts. A budget number, or purchase order is required to make these purchases prior to auction. Private entities must still bid on items as they come up at the Public Surplus auction site. General office items, furniture, and equipment are generally not listed on this site, but can be viewed and purchased at the Surplus Store on Mondays from 10 a.m. to noon and from 1-4 p.m.

Campus Surplus is the legal repository for all state owned items in surplus. Items sent to Campus Surplus are transferred via Asset Accounting to the Campus Surplus Inventory, so that these items may be legally sold or disposed of. Currently, part of the Campus Surplus business program is to reimburse a portion of sale proceeds, based on the sale price, back to the originating department using a sliding scale. Because of time lag in receiving payment from the auction site, and staff resource limitations to handle reimbursements, departments should expect a 3 – 6 month delay in receiving any reimbursement back from Campus Surplus. If you have questions concerning this, contact Campus Surplus.

University Surplus is the only legitimate program for disposal of University “state owned” surplus property. For details see APM 10.41.

We manage and maintain the inventory of surplus property from all university departments to the limits of our storage, equipment, and staffing capabilities.

We sponsor, organize and maintain the Bid Sales of property that has been declared surplus.

We maintain the tracking and disposal of all surplus materials, and provide reporting to Asset Accounting for updating state property inventories.

We collect, process, ship and account for universal waste such as batteries, monitors and fluorescent tubes.

We maintain and update the Surplus Property website on a routine basis to provide timely sales information to our customers.

We continue to explore new ways to streamline collection requests and listings for university transfer of materials from surplus.

We collect, process, package all e-waste generated on campus.

Because of our new business paradigm concerning Surplus Sales Items, and a large influx of items and materials from campus departments, storage space has become extremely limited within our warehouse. Our process tries to move items into the sale queue as quickly as possible. Because of recent requests by a variety of departments to “hold” items out the sale queue, while further deliberations concerning said item are ongoing, we have found it necessary to assess a storage fee for any item on “hold” for longer than three (3) months. Beginning immediately, all items on “hold” status for longer than three (3) months will be accessed a $10/month storage fee to the department’s budget number that was used to transfer the item to the Campus Surplus inventory in the first place. To avoid this fee, departments are urged to get complete consensus when sending an item to Campus Surplus. If a department wishes to come down and reclaim and item or hire CNA (City North American) to return the item back to the department, that is perfectly acceptable too. This will require the department to contact Asset Accounting again to have the item moved from the Campus Surplus Inventory Budget, back to the departmental budget it came from as well.

1. Complete an Asset Change Request form for each item being sent to surplus. U of I inventory numbers can be found on your departmental inventory list that comes from Asset Accounting. You can contact them for a copy if you can't find your current inventory.

2. Notify Surplus before bringing or sending items over so that we can make sure someone is available to receive them and document the transfer of property. 

3. Make arrangements with City North American for moving any items that require moving services (this is a departmental expense).

keith@citynorthamerican.com
cass@citynorthamerican.com
katrina@citynorthamerican.com

Campus Surplus promotes UI sustainability efforts by keeping as many state owned items as possible from entering the waste stream.  By re-selling these items at our weekly sales or through the Public Surplus website, we divert tons of materials from being thrown away each year.  While our Recycling and Surplus operations are funded using income generated in this manner, we also partially reimburse departments for higher value items as they are sold.  All items with a value exceeding $300 are reimbursed at a % of the value that exceeds the $300 threshold.  See rate schedule below.

$301 - $500 Sale Price

• Amount returned to the department: 40%

$501 - $2,000 Sale Price

• Amount returned to the department: 50%

$2,001 - $10,000 Sale Price

• Amount returned to the department: 75%

More than $10,000 Sale Price

• Amount returned to the department: 90%

Current Disposal Fee for all Refrigerator or Refrigeration Units is Free.

If any item is deemed of nominal value, and it can not be sold, Campus Surplus will recycle as many of these items as possible to keep them out of the waste stream.

This scale supersedes all scales prior to Oct. 23, 2012.

All campus surplus items are sold as is/where is with no implied warranties or returns. Inventory fluctuates on a daily basis, and no product is guaranteed to be in stock at any time. Pricing for non-auction used items for sale at Campus Surplus are based on fair market value of state owned property.

Pricing is adjusted as needed to fulfill state regulations concerning transparency of sales; equal pricing strategies for both public entities and private citizens; and best return of revenue for state owned property.

Pricing can vary from 20 – 80 percent of new cost for a similar item based on factors such as market availability, materials quality, condition, and demand. Fair market pricing is determined using available information from various auction and sales websites; various pricing guidelines and blue book authorities available; and other regional surplus dealers. Antique, Unique, One of a Kind, or High End Value Items are priced individually.

Product Description with range Low End - High End

• Book Ends: $0.25 - $10
• Books: $0.25 - $2
• Bottle Brushes: $0.50 - $2
• Bulletin Boards - Various Sizes: $2 - $10
• Cabinets - Common Sizes: $5 - $50
• Carts: $10 - $25
• Chair Mats: $5 - $10
• Chairs - Desk: $10 - $50
• Chairs - Office: $5 - $35
• Chairs - Table: $5 - $20
• Coat Racks: $5 - $20
• Computer - Monitors: $25 - $300
• Computer - Printers: $15 - $25
• Computer Accessories and Paraphernalia: $1 - $100
• Computers - No Hard Drives: $20 - $30
• Desk - Computer: $5 - $20
• Desk Lamp: $5 - $25
• Desks - Metal: $50 - $250
• Desks - Wooden: $50 - $300
• Fax Machines: $10 - $25
• File Cabinet - 1 Drawer: $5 - $25
• File Cabinet - 2 Drawer: $10 - $15
• File Cabinet - 4 Drawer: $15 - $45
• Household - Cups/Plates/Glasses/Cutlery: $1 - $65
• Household - Pots and Pans: $1 - $2
• Notebooks - 3 Ring Binder: $1 - $10
• Office Divider Panels: $10 - $10
• Power Strips: $1 - $2
• Shelf Brackets: $2.50 - $5
• Shelves - Metal: $15 - $50
• Shelves - Wood: $20 - $50
• Tables: $10 - $100
• Tables - Folding: $5 - $15
• Tables - Large Office: $50 - $200
• Tables - Round: $50 - $200
• Telephone Answering Machines: $5 - $10
• Telephones: $2.50 - $10
• Waste Baskets: $2 - $5
• White Board: $5 - $25

Keep any found items in the department main office for one week before sending to University of Idaho Lost and Found.

After one week please complete the General Surplus Request form and fill out all the information that you have concerning this lost item. A contact number and name is critical, in case questions arise about the lost item.

Place lost items in a box with paperwork and send to Lost and Found (campus zip 2281).

Items not claimed within 30 days of receipt will be discarded, sold or given to local charities.

All property is available to Departments of the University of Idaho, other Federal, State, and Local Government Agencies, and qualifying non-profit organizations at all times up to and including the public sales. The Public including the students, staff and faculty at the University of Idaho are able to buy from University of Idaho Surplus at Pre-priced sales, Sealed Bid Sales, and public surplus web sales only.

All property is offered AS IS, WHERE IS with no warranty or guarantee as to condition. The buyer is responsible for determining the condition of the property. When possible, the staff will assist in giving information concerning the property.

We provide no storage for items purchased. All items must be removed from the warehouse by closing time on the date of the sale. When possible, the staff will assist you with loading of your purchases.

To purchase an item: 

• Small item: remove from shelf and bring to the counter.
• Large item: remove the tag from the item and bring it to the counter.

After you have paid for the item, please show the receipt to one of our staff for help with retrieval and loading of your purchase. Please have all purchases combined together for one trip through our check out system.

Pricing for non-auction used items for sale at Campus Surplus are based on fair market value of state owned property. Pricing is adjusted as needed to fulfill state regulations concerning transparency of sales; equal pricing strategies for both public entities and private citizens; and best return of revenue for state owned property. Pricing can vary from 20-80% of new cost for a similar item based on factors such as market availability, materials quality, condition, and demand. Fair market pricing is determined using available information from various auction and sales websites; various pricing guidelines and blue book authorities available; and other regional surplus dealers.

Tied sealed bids will be resolved through the use of a random selection drawn by our sales application and only the winning bidder will be notified.
Payment can be made with cash, Visa Card, MasterCard, Discover Card, personal checks up to $1,000. Items over $1,000 will be held with a 10% deposit; payment in full is to be made the following day by cashier's check or cash.

The University of Idaho reserves the right to sell the merchandise to any public agency prior to the closing of the sale and may remove any property offered from the sale at any time before and during sale hours.

Because of favorable market conditions concerning Electronic Waste (E-Waste), Recycling/Surplus/Solid Waste (RSSW) has been eliminating disposal costs to departmental customers for the past year. This announcement is to post our new fee schedule and to make everyone aware of the procedures still required of us to handle and manage E-Waste here at the University of Idaho.

Effective April 1, 2013, all E-Waste is still considered Surplus Property and procedures for disposing of E-Waste should follow the standard Campus Surplus guidelines. Departments do not have the option of disposing of E-Waste in any other manner. E-Waste material will be sent to a vendor who will recycle and certify that all E-Waste generated from the University of Idaho’s main campus is handled in the most environmentally-friendly manner and according to all Local/State/Federal guidelines (UI sites outside of Moscow should contact Campus Surplus for assistance in proper disposal guidelines for their particular area). All vendors used for disposal will be required to adhere to the Basel Action Network guidelines for keeping E-Waste from being transferred to other countries.

We continually review and update our charges to cover services for disposal of E-Waste.

Every department remains responsible for the cost of properly disposing of their E-Waste items. As items are brought, shipped, or delivered to the Recycling/Surplus/Solid Waste (RSSW) center, the budget number listed on the web based Surplus Property Transfer form will be used for these fees, unless a different number is authorized by the departmental property manager. Thank you for your cooperation in helping to meet these new requirements for dealing with UI’s E-Waste stream.

As of 4/1/2015 – CRT Monitors and TV’s are considered a Hazardous Waste and the charge for recycling these type of items will be charged to the Owning Department at a rate of $1.50/pound for disposal. This price will be monitored and changed as needed to accommodate the new costs associated disposal of these units.

For further questions or information contact RSSW at 885-2091 or surplus@uidaho.edu.

U of I departments surplusing materials or equipment are responsible for notifying Surplus of any federal export control restrictions that may apply to the item being surplused. Departments with questions or concerns about export control restrictions on an item should contact the U of I Export Controls Analyst for assistance before sending the item to Surplus. The Export Controls Analyst will coordinate with Department and Surplus staff to ensure items are sold in a manner that conforms with the export control regulations.

All Laboratory equipment must be cleaned and inspected as per University of Idaho policy. University Surplus will not accept any lab equipment without the Laboratory Equipment Decontamination Certification Form attached to the equipment that is being delivered. The purpose of the procedure is to maintain a safe environment for those picking up laboratory equipment as well as the Surplus staff who will be accepting the equipment.

If items from a laboratory arrive without the certification form noted above, the item will not be accepted at the Surplus and will be returned to the department at the sending departments’ cost.

The University of Idaho is taking steps to ensure the proper storage and destruction of sensitive and personal material from computers, hard drives and electronic equipment. To ensure this information is safeguarded, university departments will be required to send their electronic equipment containing either hard drives or information storage capabilities to their local IT support team. It is the responsibility of each department's local IT support team to make sure either data is erased or is removed in accordance with IT standards. Please use this service request link to begin the process of surplusing your electronic equipment. Surplus Stores will no longer accept any computers or electronics that may contain sensitive or personal information unless it has been properly processed and approved to be surplused by the department's IT support team. Surplus Stores will only accept approved electronic items from designated IT personnel. If you have any questions, please contact either your local IT support team or Surplus Stores.