AggieSurplus: Item Preparation and Disposal Guidelines

This page provides instructions on the proper ways to Dispose Of Equipment & Supplies

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 AggieSurplus. For disposal of hazardous, chemical, and radioactive wastes, complete the appropriate Environmental Health & Safety (EH&S) form.

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

Procedure Overview

  1. Check the Type of Acquisition: How was the item originally acquired by the department? If it was loaned to the department from an outside agency or government entity, agency approval documentation will be required for disposition.

  2. Check the Funding Source: Before disposing of an item, confirm the funding source. There may be restrictions on the disposal of equipment acquired with contracts and grants/government funds. Check the original agreement documentation for the contract or grant; disposal instructions are often stipulated there. If in doubt, check with Contracts & Grants Accounting or Equipment Management FIRST.

  3. Prepare the Item for Sale/Disposal: For items containing refrigerant or oil (e.g., refrigerators, a/c units, ice machines), contact AggieSurplus. There is a $15 per item fee that will be charged for all items requiring decommissioning. 

    • Departments are responsible for contacting EH&S and completing appropriate forms for items containing hazardous, chemical and radioactive waste.
    • For computer items, the hard drives/operating systems should be wiped, and personal data removed prior to pick-up.
  4. Complete the AggieSurplus And Services request form.

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

Marketable Items

If AggieSurplus has a market for the item, there is the option to drop-off the items (accepted on a pre-scheduled basis), or AggieSurplus can coordinate a pick-up. This is arranged through Special Services and incurs a fee of $18.25 per person, per 15 minutes.

  • For items containing refrigerant/oil (e.g., refrigerators, a/c units), departments will be charged $40.00 per item.  For lab freezers and items larger than a standard refrigerator, the cost is $95.00 per item.
  • 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 a departmental account. In these cases, an item must sell for over $250. Please check with AggieSurplus to make this determination.

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). AggieSurplus transactions have an origin code of BB.

If an item has not sold after 28 days, AggieSurplus consults with selling department regarding any received offers and the option to donate to a non-profit or include it as a free item.

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

Transferring Items to AggieSurplus

Notify AggieSurplus that you want to transfer the item by completing the Service Request in AggieLogistics. AggieSurplus 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.

If AggieSurplus does not have a market for the item.

AggieSurplus coordinates with Special Services to pick-up the item(s). There is a labor charge for item disposal requests (this fee can be avoided by arranging your own pre-scheduled drop-off to AggieSurplus.) See our tips on preparing for pick-up to minimize costs.

  • 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.

Remote Disposal Process

The Remote Disposal Process is for departments that are outside of the greater Sacramento/Davis area.  You always have the option to follow the disposal instructions listed above, but the process below is to be followed by departments that are located in other parts of California and elsewhere, not near Davis.

  1. Email to request remote salvage. In the request, include the item description, make, model, condition and UCOP Tag Number.
  2. AggieSurplus will determine marketability and verify title and value with Equipment Management.
  3. Upon Equipment Management's approval for salvage, AggieSurplus 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). Email the signed receipt to
    • If the recycler does not provide receipts, the department creates a document that includes the recycler name, address, phone number, make/model and UC Davis Property Number of each item. The recycler representative signs and dates this document.
    • 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 AggieSurplus 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 "AggieSurplus approved remote salvage".
  7. The AR document will route to Equipment Management and AggieSurplus for final approval.

Note: Items that have a market value can be sold 'on view' at the department, or brought to AggieSurplus 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.

Storage and Pick-Up Tips

The following tips are offered to help with safeguarding your surplus items, ensuring safety, and making pick-up efficient.

  • If possible, do not request a pick-up for only one item. Waiting to schedule a pick-up for multiple items reduces overall labor charges.
  • Keep excess items from being stored or staged on loading docks, trash enclosures, in hallways or outside of buildings. Such items are subject to theft and vandalism, and often create safety, hazardous waste, and/or fire issues.
  • Do not add anything to the pick-up not already pre-approved by AggieSurplus without contacting AggieSurplus in advance. All inventory items need to be cleared through Equipment Management prior to pick-up. If inventorial items are added (and not included on the list to pick-up) the driver will have to come back at a later date once these items have been cleared through Equipment Management.
  • Place items for pick-up in one area. Make them as easy as possible to get to and keep asset decals easily visible. Because AggieSurplus charges for time spent, the easier it is to get to, the faster the job can be done.
  • If the AggieSurplus team is unable to complete the pick-up due to a locked door or out of service elevator, we'll have to reschedule and bill for the initial visit.
  • Be as precise as possible when describing items to be picked-up (e.g., weight and/or dimension for large items that may require two or more people to remove). If our driver arrives and is unable to safely remove the items, we will have to reschedule and will bill for the initial visit.
  • Make sure items for pick-up are in the location stated on the work order.