FAQ | Frequently Asked Questions

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UC Davis Geology Department Computing Support Team

Q: How do I properly dispose of University property?
A: The document that contains the answers to all your questions is the Policy and Procedure Manual -- Chapter 350, Supplies and Equipment, Section 80, Disposition of Excess and Surplus Property. You can find it at:
   http://manuals.ucdavis.edu/PPM/350/350-80.pdf

In that manual, Section III B. Surplus Property describes various options, and Section IV details procedures. The following sub-sections probably also apply:

  • Section IV-D: Sale through Bargain Barn of items that have market value, with proceeds credited to department
  • Section IV-E: Transfer to Bargain Barn at no cost to the department
  • Section IV-G: Salvage items that have no market value

Q: Are all computers, even those purchased through a grant, university property? I thought the answer to this is yes, but I'm just checking. (Obviously, if we buy it from our own personal bank account, the answer is no.)
A: From University policy 350-80
Section II-A:   Definitions
University property — all property, equipment, and expendable supplies, title to which is vested in The Regents of the University of California.

Q: Should we check with the geology IT staff before we junk any computers, in case you might want it for parts or something?
A: The geology IT staff don't have room for parts or anything like that in the new building.

If the equipment is on active inventory then special proceedures need to be followed prior to the cannibalization of inventorial equipment. See University policy 350-80, Part V, Section E.

Q: Once we fill out the forms, where do we actually take this stuff? San Francisco has several e-waste events a year, where you can take your old electronic equipment and drop it off to be disposed of or recycled properly, but I was wondering where to do that in Davis, or through the university.
A: Disposal has to be done through the University, because it is University property. Bargain Barn/Salvage is the appropriate channel. There is a $4/per item recycle fee charged by Bargain Barn

The $4/per item recycle fee charged by Bargain Barn for Covered Electronic Device (CED) disposal is separate from the state imposed fee at the time an item is purchased - though that fee does help our recycle vendor minimize the cost of disposals. The $4 Bargain Barn fee is used to cover the costs associated with administering the electronic salvage program, including clearing/wiping the hard drives (or verifying that that has been done), sorting electronic commodities, as well as preparing and loading the recycling shipments for pickup. These costs are socialized across all pick-ups in order to calculate the ongoing handling fee.

As stated in University policy 350-80, all excess/surplus property must be disposed of through the Bargain Barn. The Bargain Barn ensures that all items, and in this case CED's, are marketed for resale whenever possible, or recycled through a qualified vendor contracted to recycle electronics appropriately, i.e., ensuring that items are not exported or disposed in landfills, and helping to maintain the campus' commitment to sustainability.

Q: How do I begin?
A: Disposing of any University property begins by providing a list to Bargain Barn of the items to be disposed of. The more info you can provide the better, but at a minimum you must give a description (what it is), the location of the item, the condition (does it work?), the UCD asset number (if present), a recharge account number, and contact info. Greg has an Excel spreadsheet that you can use as a template (if you want him to help you with filling it out, he'd be glad to do so).

The Bargain Barn will then decide if they have a market for any of the items, and will arrange to have a driver pick up the items (turn around time is usually around two weeks). You will note that in the spreadsheet there are columns asking if you want to sell (rather than just junk) items, and what your asking price will be.

This choice is not entirely up to you, as the Bargain Barn makes the final decision on whether there is a market for the items. But it is a good idea to state up front that you WANT to sell an item, otherwise the Bargain Barn may assume you are junking or “donating” the items. (Donated items are sold by the Bargain Barn and they keep all proceeds).

The asking price is pretty much up to you (though again, Bargain Barn may intervene). You can look at the Bargain Barn's current inventory (go here for an online search tool) to find out what similar items are selling for. You could also look at Ebay or craigslist. Keep in mind that the Bargain Barn keeps the first $50 of each sale, plus 30% of the amount over $50. So your items needs to sell for over $50 for you (or the department) to recoup any money.

There are no official forms that need to be filled out UNLESS you decide, and Bargain Barn agrees, to sell an item. If that is the case, you must fill out a Bargain Barn Excess/Surplus Property form for each item. Greg has these forms if they are needed (they are not online).

From Greg:

Since I became the department Asset Representative, I have tried to be the facilitator for all the disposal transactions for our department. However, if you desired to do the process yourself, that is perfectly acceptable. There are benefits and detriments to either option. I like having these transaction go through me so that I can keep track of where property/equipment is going, and sometimes I can group disposal requests from multiple department members which can help reduce the cost of the pick-up. However, due to my other work tasks I cannot always attend to disposal requests immediately, so it may be quicker for you to do it yourself. Again, the choice is up to you. If you want me to take care of the disposal, fill out the spreadsheet as completely as you can (let me know if you need help) and send it to me. I will then send the request to Bargain Barn, take care of any forms if necessary, and will schedule the pick-up.

This became a bit longer than I expected, but I hope it is helpful. Please let me know if you have questions or would like to schedule an in-person consultation. -- Greg