301.9 - Surplus Property Disposal

This policy establishes campus-level procedures for the disposition of surplus commodities at the University of Arkansas – Fort Smith (UAFS) in accordance with University of Arkansas System UASP 320.1 – Surplus Property Sales, applicable Arkansas law, the Memorandum of Understanding (MOU) between the University of Arkansas System and the Department of Shared Administrative Services, and the Delegation Order issued by the Office of State Procurement (OSP).

This policy ensures that surplus property is disposed of in a lawful, ethical, transparent, and fiscally responsible manner that maximizes value and minimizes waste.

1. Scope

This policy applies to all UAFS colleges, departments, divisions, auxiliary units, and employees involved in the acquisition, custody, or disposal of university-owned property.

2. General Procedures

Initiating a Surplus Request

Departments must submit a Surplus Property Request through the University’s ERP system (Workday) or approved campus surplus form.

The request must include:

1. Reason the item is no longer needed.
2. Documentation of any internal transfer attempts within UAFS or UA System prior to requesting the surplus process.
3. Detailed item description.
   1. Make
   2. Model
   3. Serial Number
   4. Asset Tag
   5. Purchase Date and Original Cost (if known)
4. Funding source used for original purchase (if known).
   1. Grant
   2. Private Donor
   3. Department Budget
5. Condition of item (in working condition, needs repair, or cannot be repaired).

No property may be removed, sold, transferred, or discarded without written approval from the Office of Finance and Administration. 

3. Special Surplus Considerations

A. Information Technology Electronics

Must comply with the Arkansas Computer and Electronic Solid Waste Management Act. All data-bearing devices must be sanitized according to UAFS IT security standards prior to disposition. Must be processed through Marketing and Redistribution (M&R) not covered under delegated APO authority.

B. Hazardous Materials

Must be disposed of in compliance with environmental regulations and coordinated with Environmental Health and Safety (EH&S).

C. Grant-Funded Property

Must comply with grant terms and Uniform Guidance (2 CFR § 200.310–316, if applicable).

D. Conditional Gifts or Contracts

Must honor any applicable donor conditions on gifts or contractual conditions where legally permissible.

E. Fleet Vehicles

5. Documentation Requirements

Final surplus dispositions must include:

• Surplus request form
• Approval documentation
• Decision documentation for method of redistribution or disposal
• Asset invoice, auction record, receipt, or donation transfer document
• Asset removal documentation from inventory records

Records shall be retained in accordance with state retention schedules and subject to audit review.

6. Prohibited Conduct

The following items are strictly prohibited:

• Purchasing university surplus property outside of the authorized public process (GovDeals)
• Selling university property outside of the authorized public process (GovDeals)
• Concealing or otherwise misrepresenting asset value
• Self-dealing or engaging in conflict-of-interest transactions
• Removing university property without authorization

7. Roles and Responsibilities

Departments

• Identify surplus property
• Submit asset value and status documentation
• Secure asset until disposition

Information Technology

• Ensure data sanitization of all computing equipment prior to disposal

Procurement Office/APO

• Review requests
• Ensure legal compliance

Operations and Safety Manager

• Determine optimal method of redistribution or disposal
• Maintain complete records of surplus process
• Oversee hazardous material disposition

Vice Chancellor for Finance and Administration

• Provide oversight and approval authority

8. Effective Date and Review

This policy becomes effective upon chancellor approval (8/20/2026) and shall be reviewed every three (3) years or upon revision of UA System Policy UASP 320.1.