Guidelines

All host sales must be requested in writing, (Department Surplus Sale Plan worksheet), by the department. All sale requests must be processed and approved in writing by Business Affairs Property Control Department BEFORE the sale commences. Cash Handling Procedures must be documented and approved by Business Affairs Cashiers.

Elements of a Sale

Department Surplus Sales Plan

• Complete Worksheet: https://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/forms/depteventsaleplan.pdf
  • Submit completed sale plan to the BA Property Control Department propertycontrol@uoregon.edu
  • BA will review and forward the approved and signed plan to back to the host department
• Pre Sale: Remember to send Property Control the Pre Sale inventory report (see attached example) BEFORE the sale

Fixed Assets

• If any assets are part of UO inventory, an Asset Maintenance Form form is also required, forms.uoregon.edu

Post Sale

• Remember to send the BA Property Control Department the Post Sale inventory sales report
  • In the event of leftover property the UO is allowed to donate to approved public nonprofit organizations
  • Please contact the Property Control propertycontrol@uoregon.edu for more information

Policy and Procedure

Method of Disposal; Eligibility to Acquire

1. The Chancellor's Office or institution will use a method of disposal that is cost-effective, taking into account the costs of disposal and the potential for financial return. Disposal methods include, but are not limited to, exchanges, trade-ins, auctions, sealed bid sales, scrapping, fixed price retail sales, donation to other state agencies, Oregon political subdivisions, public non-profits, web-based auctions or sales and, for scrap, transfer for no valuable consideration.
2. No current or former employee or agent for such will be granted any benefit or opportunity not granted the general public in acquisition of items through the disposal process.
3. All property is conveyed "AS-IS, WHERE-IS" with no warranty, express or implied, of merchantability or fitness for a particular purpose, or any other warranties or guarantees. The public non-profit will have no recourse against the State of Oregon, the University of Oregon, an institution, or any of their officers, employees, or agents. All donations will be final.
4. Surplus property not claimed within 1 working day will be considered the property of the UO and may be offered to another public non-profit or disposed of in compliance with these rules. Public non-profit assumes all responsibility, including risk of loss or damage, for the item when transferred.

Public Sales for Disposal of Surplus Personal Property

1. Conduct The Department must conduct public sales for the disposal of state Surplus Property. Methods of disposal may include, but not be limited to: internet auctions, oral auctions, sealed bid sales and fixed price retail sales, separately or in any combination thereof.
2. Eligibility Members of the general public may participate as buyers at public sales. No employee whether full-time, part-time, temporary or unpaid volunteer, of the Department, member of the employee's household, the employee's immediate family, or any person acting on the employee's behalf may participate in public sales if the employee has had any role in declaring the item surplus, processing the item or related paperwork, or offering it for sale. No employee of the Property Distribution Center's programs, or members of the employee's immediate family, or any person acting on the employee's behalf, may purchase items offered through any public sales regardless of whether such employee had a role in declaring the item surplus, in processing the item, or in offering it for sale.