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Item Disposal

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

Please note that Medical Center departments 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.

  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. 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.
    • If you have more than five items with asset numbers, please email 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.


Marketable Items

If Aggie Surplus has a market for the item, there is the option to drop-off the items (accepted on a pre-scheduled basis) or Aggie Surplus can coordinate a pick-up. This is arranged through Special Services and incurs a fee of $15.75 per person, per 15 minutes. 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.

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 AggieBuy, 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), email 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 and the option to donate to a non-profit or include it in the free takeaway program.

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 by completing the Aggie Surplus Request Form or by sending an email to aggiesurplus@ucdavis.edu. 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.

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 (this fee can be avoided by arranging your own pre-scheduled drop-off to Aggie Surplus.) 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

  1. Email aggiesurplus@ucdavis.edu 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.
    • If the recycler does not provide receipts, the department creates a document that includes the recycler's name, address, phone number, make/model and UC Davis Property Number of each item. The recycler's 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 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.


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 will save 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 Aggie Surplus without contacting Aggie Surplus 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 property stickers easily visible. Because we charge for time spent, the easier it is to get to, the faster the job can be done.
  • If we arrive, and are 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.