Disposing of University Property

Procurement Services coordinates the Surplus Asset Disposal program to assist with the disposal of the University’s personal property assets which are declared surplus in accordance to the University Surplus Asset Disposal policy and procedure.

The intention of the program is to maximize the assets usefulness to the University by transferring surplus goods within the University, from one unit to another unit who can benefit from its use. Disposal of surplus is handled in a fair manner that takes into consideration financial accountability, environmental awareness, safety and risk management, legislative requirements, increased asset life cycle by redeployment of assets within the university, and disposal in a timely manner.

ImportantUniversity employee's cannot acquire surplus assets for personal or home use.

Definition of a Surplus Asset

A surplus asset is any asset (excluding real estate) bought with University funds (i.e. operating, capital, research, ancillary, and special purpose) which is no longer of use to a University department or faculty. This includes items purchased with grant and research funding.

How to participate in the program?

Internal community members are required to complete a Declaration of Surplus form (PDF) itemizing the assets they want to deem as surplus and forward to Procurement Services via email to purchase@yorku.ca. The declaring department is responsible for storing the items that are to be declared surplus until such time as the item(s) is/are transferred, donated, sold, or disposed of.

Procurement Services reviews all submissions for compliance to policy and the Director, Procurement Services, as the designate of the VP Finance and Administration, declares approved items as surplus. At that time a Surplus for Transfer announcement is completed and distributed via e-mail to the community.

Departments interested in any of the items listed must send a written request to Procurement Services. All items are available on a "first come first serve basis". The receiving department is responsible for arranging the transfer of surplus items and any costs related to the transfer is the receiving departments responsibility, unless otherwise agreed by the parties.

Department Responsibility

Certain commodities require additional due diligence prior to Procurement Services involvement in the asset disposal. These commodities include:

Commodity Type Action Required by Department
Computer Hardware Department or faculty is required to contact their local information technology/software group or University Information Technology (UIT) prior to completing a Declaration of Surplus form. The UIT group will determine if the computer equipment can be cascaded for extended use or if it can declared as surplus.
Research Assets Department or faculty is required to contact the executive officer, VP research prior to proposing an item for surplus. Procurement Services will notify Manager, Research Accounting of asset(s) purchased with research funds that were greater than $50,000 in original purchase value.
Office Furniture The Furnishings Coordinator, CSBO should be notified prior to proposing these items for surplus.

What happens to unclaimed asset items?

If the item is not claimed by another department or faculty it is deemed a Surplus Asset and Procurement Services will select one of four options for disposal of the item.

  1. Auction: Depending on the surplus item, Procurement Services will arrange for the item to be collected and the item will be auctioned off to an external person or group.  All monies collected from the sale of the item(s) will be returned to the originating department (minus any auction fees). York's online auction site is Gov Deals.
  2. Donation: Procurement Services will arrange for the item to be collected and the item will be donated to a University sanctioned non-profit organization.  If an item has no market value, but is of value to a non-profit organization, it will be declared surplus and donated on an "as is, where is" basis. A receipt will be issued to transfer the responsibility of ownership.
  3. Trade-in: A trade-in may be considered where the market value is realized and the new asset to be purchased is priced competitively. Equipment to be traded-in for the purchase of new equipment will be handled by Procurement Services at the time of requesting quotes from prospective vendors.
  4. Disposal: Assets that are not in working condition, or considered obsolete, can be disposed of by CSBO following their environmental disposal and recycling guidelines. The originating department must complete a Service Request Form to request disposal.