Overview
The UCSF Capital Asset Surplus Program coordinates the sale or disposal of capitalized equipment, those items that at initial purchase were valued at more than $5,000 and have a UCSF property number. Logistics manages the sale of these items through Public Surplus, a third-party, online auction website. When capital assets cannot be sold, Logistics manages proper disposal of these items.
Per Campus Administrative Policy 200-25, disposal of capital assets must be handled through Logistics.
Process overview
Prerequisites
- Customers requesting capital asset surplus sale or disposal must first complete Equipment Inventory Modification Request process through Hospital Accounting (Health) or Controller’s Office (Campus).
- Equipment Inventory Modification Request (EIMR) form. This form must be completed to release the item from your departmental inventory, prior to the sale or disposal.
Customer Tasks
- Complete the UCSF Capital Asset Surplus form
- Capital Asset Management (CAM) reference number from prerequisite EIMR process required on the UCSF Capital Asset Surplus form.
- When applicable, departmental sign-off is required to verify items are free from hazards and meet IT security compliance policies.
- Send completed UCSF Capital Asset Surplus form to [email protected] and a member of the Logistics Surplus team will contact you.
- Submit Labor Service request to schedule pick up of capital asset equipment.
Logistics Tasks
Upon receipt of the completed Capital Asset Surplus form, Logistics reviews request and coordinates the pickup and sale or disposal of the item. Logistics charges hourly rates to transport the items to our Oyster Point facility, as well as any other related work. Logistics may request information to assist with appropriate scheduling of the request such as photos, location, ease of movement, etc.
The following amounts are deducted from the selling price:
- Public Surplus fee: 10 percent of the selling amount
- Sales tax: Any applicable state tax
- Logistics charges: The first $500 of the sale revenue
If the asset is sold, Logistics returns the proceeds in excess of $500 to the requesting department.
Public Surplus Website
Logistics manages the sale of surplus items through Public Surplus, a third-party online auction website.
Once on the Public Surplus landing page:
- Click Region – Select California
- Click Agency – Select University of California San Francisco
- Click “View All Auctions for University of California San Francisco”
Departments fill out a Capital Asset Surplus form to indicate their intention to surplus a capitalized asset. Upon receipt, Logistics reviews the submitted form and coordinates the pickup.
- Logistics then posts the item on Public Surplus for an online auction.
- The first seven days of auction is exclusively for UCSF departments, after which the item continues to be posted for an additional 14 days for bids from general public.
Register with Public Surplus to Purchase a Surplus Item
To register with Public Surplus as a member of the UCSF Community:
When accessing the Public Surplus website you must enter your Public Surplus user name and password each time. |
The first seven days the item is exclusively listed on the Public Surplus website for UCSF departments as an "inter-departmental transfer" via a financial journal. If not sold within the first week, the item continues to be listed on the Public Surplus website for another two weeks for purchase by the general public. Departments may continue to purchase during this phase of the auction.
A departmental Procurement Card (P-card) is required for purchases on surplus items that have been listed for more than one week. Prior to the one-week cutoff you can make arrangements with the item’s host department and do a journal entry to cover the cost transfer. If you purchase an item via interdepartmental transfer, please keep us in mind when it comes time to move the item. Our experienced staff is here to help you with equipment moves.
Note: The University of California, San Francisco Capital Asset Surplus Program is a function of Supply Chain Management (SCM) Logistic. SCM retains authority as the Surplus Manager, delegated from University of California Office of the President. The program is governed and managed in accordance with University of California Policy BFB-BUS-38.
For more information, please visit our Capital Asset Surplus Terms and Conditions for Departments.
Clear my Office/Laboratory
Logistics provides pickup and disposal of non-capital assets. If departments have a space or room to be quickly cleared or have a large number of non-capital items to dispose of, we can take care of those projects under our Labor Services division.
When ready:
Do you have an account with us?
- If not, Request a Logistics Online Warehouse account
- Review SCM Logistics Terms & Conditions
- If yes, login to MyAccess. (If you are already logged in to MyAccess, this link will take you directly to UCSF Logistics Online Warehouse page. In that case you can go to Step 4)
- Select UCSF Logistics Online Warehouse
- Under Service Requests, select Labor Services
- Complete the form and submit
Recycling
We responsibly recycle any non-capital items to the appropriate recycling or waste streams. We collaborate closely with different UCSF departments such as Facilities Services and Office of Sustainability. We also work closely with outside companies, including: ECS Refining, DC Metals, South San Francisco Scavengers and International Papers, to recycle or dispose of e-waste, metal, wood, plastic, paper and garbage to the appropriate streams.
UCSF Facilities Services conducts "Bulky Item" and "e-Waste" drop-off days for campus departments to dispose of their bulky items and e-waste. Review the Office of Sustainability’s Recycling & Waste Reduction page for more information.
More resources
For more information, check out the Capital Asset Surplus Frequently Asked Questions.