Aggie Surplus

How To Dispose Of Equipment & Supplies

Note: Medical Center departments should call UCDMC Plant Operations & Maintenance (PO&M), Excess Property Warehouse, at (916) 734-0194 to arrange for the sale/disposal of their items.

  1. Check the Type of Acquisition

    How was the item acquired by the department? If it was loaned to the department from an outside agency or government entity you will need to acquire agency approval for disposition.

  2. Check the Funding Source

    Before disposing of any items, always confirm the funding source. There may be restrictions on the disposal of equipment acquired with extramural/government funds. Check the original agreement paperwork for the contract or grant; disposal instructions are often stipulated there. If in doubt, check with Contracts & Grants Accounting or Equipment Management.

  3. Prepare the Item for Sale/Disposal

    For items containing refrigerant or oil (e.g., refrigerators, a/c units, ice machines), contact Aggie Surplus as you would for any other item.  There is a $15 per item fee that will be charged for all items requiring decommissioning. 

    For items containing hazardous, chemical and radioactive waste departments are responsible for contacting EH&S and completing appropriate forms.

    For computer items, the hard drives/operating systems should be wiped and personal data removed prior to pick-up.

  4. Contact Aggie Surplus

    Complete the Service Request to initiate the sale/salvage process. Up to five items should be included in one request, if possible.

    Note: If you have more than five items with asset numbers, please e-mail a list of items in spreadsheet format. Consult the Service Request for the information that should be included in the spreadsheet.

    An Aggie Surplus representative will then contact you regarding the marketability of your items.

For policy and procedure on all methods of disposition including trade-in, donation and cannibalization, please see policy 350-80, sec. IV.

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If Aggie Surplus has a market for the item

Aggie Surplus coordinates the pick-up of all items with Special Services and a rate of $15.75 per quarter hour (per person) applies to all items brought to Aggie Surplus for sale.  See our tips on preparing for pick-up to minimize costs.

Note: Aggie Surplus also accepts drop-offs on a pre-scheduled basis.

  • For items containing refrigerant/oil (e.g., refrigerators, a/c units) departments will be charged a $15 per item fee for decommissioning. 

  • For items containing hazardous, chemical and radioactive waste departments are responsible for contacting EH&S and completing appropriate forms.

Selling the Item

Departments can consign items and have a portion of the sale proceeds credited to their account.  In these cases, an item must sell for over $250.  Please check with us when making this determination.  Once you have Aggie Surplus approval:

  1. Complete an Excess & Surplus Property Form for each item, and send it to Aggie Surplus.(The form can be ordered through UCD Buy, item 71461-230.)

  2. For items with active UCOP Tag Numbers, Aggie Surplus will route the form for approval to Equipment Management.

  3. After the form has been approved, Aggie Surplus sends sales tags to the department to place on the item(s).

  4. After sales tags are attached to the item(s), e-mail Aggie Surplus to schedule pick-up.

  5. Aggie Surplus markets item(s).

  • If the item(s) sell, any credits to your account will appear in FIS Decision Support transaction reports, including Transaction Log (54) and Transaction Listing (2). Aggie Surplus transactions have an origin code of BB.

  • If an item has not sold after 28 days, Aggie Surplus consults with selling department regarding any received offers.

  • If an item proves unmarketable, Aggie Surplus contacts the department to determine if items should be returned or salvaged; the department incurs a $10 processing/salvage fee.

Transferring the item to Aggie Surplus

Notify Aggie Surplus that you want to transfer the item. We will pick up and prepare the item(s) for sale.

For policy and procedure on all methods of disposition including trade-in, donation and cannibalization, please see policy 350-80, sec. IV.

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If Aggie Surplus does not have a market for the item.

Aggie Surplus coordinates with Salvage Operations to pick-up the item(s). There is a labor charge for item disposal requests. See our tips on preparing for pick-up to minimize costs.

Note: Aggie Surplus also accepts drop-offs on a pre-scheduled basis.

  • For items containing refrigerant/oil (e.g., refrigerators, a/c units) departments will be charged a $15 per item fee for decommissioning. 

  • For items containing hazardous, chemical and radioactive waste departments are responsible for contacting EH&S and completing appropriate forms.

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Remote Disposal Process

  1. Contact Aggie Surplus to request remote salvage. In the request, include the item description, make, model, condition and UCOP Tag Number.

  2. Aggie Surplus will determine marketability and verify title and value with Equipment Management.

  3. Upon Equipment Management's approval for salvage, Aggie Surplus will notify the department to proceed with the disposal.

  4. Remove the UCOP Tag Number and/or obliterate any other indicator of UC property. For all electronics (e.g. computers, copiers, multi-function printers), hard drives need to be wiped or destroyed prior to salvage or recycled with a vendor that provides a Certificate of Destruction.

  5. Take the item(s) to an approved recycler and obtain a signed and dated receipt. If applicable, the receipt must include the UCOP Tag Number and make/model of item(s).Fax the signed receipt to Aggie Surplus at (530) 752-2995.

    1. If the recycler does not provide receipts, the department creates a document that includes the recycler's name, address, phone number, make/model and UCD Property Number of each item. The recycler's representative signs and dates this document.
    2. In the event that an approved recycler is not within close proximity, the department must provide the name and phone number of a local, county or authorized landfill recycling vendor. This type of disposal requires prior approval from Aggie Surplus based upon the vendor's recycling practices.
  6. Initiate an Asset Retirement Global (ARG) document in KFS, using UCOP Disposal Code 23 (Salvage) and include a document note stating "Aggie Surplus approved remote salvage".

  7. The AR document will route to Equipment Management and Aggie Surplus for final approval.

Note: Items that have a market value can be sold 'on view' at the department, or brought to Aggie Surplus as space permits.

For policy and procedure on all methods of disposition including trade-in, donation and cannibalization, please see policy 350-80, sec. IV.

Note: State law prohibits the disposal of household batteries, fluorescent light bulbs and electronic devices (i.e.; those items containing circuit boards) in regular municipal trash. Electronic devices include, but are not limited to computers, printers, personal data assistants (PDAs), televisions and electronic laboratory items. These items contain chemicals which may harm people or the environment, and should be disposed of through Aggie Surplus. For disposal of hazardous, chemical, and radioactive wastes, complete the appropriate Environmental Health & Safety (EH&S) form.

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