MANUAL OF BUSINESS PROCEDURES - SECTION 222
MSU SURPLUS STORE
Last Update: June 2007
MSU Surplus Store
1344 S. Harrison Road
East Lansing, MI 48823
Telephone: 517-355-0364
Fax: 517-353-0836
E-Mail: surpluss@msu.edu
MSU SURPLUS STORE
I. FUNCTION
To provide appropriate disposition of all university-owned property and non-hazardous materials that are no longer needed by the current department yet may have a residual value to the university through redeployment and resale.
To provide low cost storage for materials having value for future use.
II. MSU DISPOSAL POLICY
All items acquired by university departments, regardless of the source of funds, are under university control and subject to the disposal procedures below. Reference, MSU Ordinance 26.02, Unauthorized inter-departmental removal.
A. Inventoried Equipment (initial cost $5,000 or more) shall be disposed of in accordance with the options listed in Section 300, "Equipment Transfer Notice (ETN). For more complete information about equipment at Michigan State University, see Section 224, "Inventory Department" or call 355-0357 x 141.
B. All other Equipment, Supplies, and Non-Hazardous Materials, regardless of the size or quantity, are subject to the following procedures for disposal.
- Evaluate the item for potential use within the department, either through repair or use by other units or staff.
- If no internal use is found, consider using the Budget Booster
for sale, trade or gift to another university department.
- Items not used internally or transferred directly to another department are to be sent to the MSU Surplus Store for sale to other departments or the public.
C. Hazardous Materials. It is the releasing department's sole responsibility to dispose of hazardous materials in accordance with university policy. Call the Office of Radiation, Chemical and Biological Safety (ORCBS) for more information, 355-0153.
D. Donations. No items may be donated outside the university without determination of zero value by the MSU Surplus Store personnel.
III. PROCEDURES TO USE MSU SURPLUS STORE
A. To arrange a pick-up, two different forms are available.
- Equipment Transfer Notice (ETN), University Stores stock, #14024920. For inventoried equipment or any item(s) to be sold for credit, an ETN must be used.Complete the form and send it to the MSU Surplus Stores. This will ensure that all inventoried equipment is removed from the university equipment list. If any special instructions are needed for the pick up and removal, list those instructions on the ETN. For more information on the use of the ETN, see Section 300.
- PURF (Pick Up Request Form), available on-line with MSU Surplus Store. For non-inventoried equipment and supplies to be sold for no credit use a PURF. This offers a simple on-line method to send requests to MSU Surplus Store for a pick-up at a single location. Multiple pick-up locations require a PURF for each location.
B. All merchandise that is transportable must be moved to MSU Surplus before being offered for sale to the public. Items that are large or difficult to transport will be reviewed by MSU Surplus Store personnel to determine if an on-site sale is appropriate or if professional movers will be used.
C. Multiple items of similar kind and items that cannot be moved in an efficient and practical manner will be sold on site under the supervision of MSU Surplus Store personnel. The procedure used to advertise and sell the merchandise will be determined by the MSU Surplus Store supervisor or designee. Exceptions can only be made with the approval of the Director of University Services.
D. Credit for equipment declared "reusable" must be negotiated prior to sending the item to MSU Surplus Store. The amount of credit will be reduced by 15% or a predetermined amount of the revenue generated from the sale. The amount of credit reduced for vehicle sales is $200 for sales of $4,000 and under, and 5% of the sale for $4,001 and higher.
E. MSU Surplus Store is responsible for the disposal of scrap metal. Departments can schedule a drop off or request a pick-up for the sale/disposal of scrap metal by MSU Surplus Store. All types of metals must be handled in this manner. If the value exceeds $100, the releasing department will receive a credit after the material is sold.
F. Departmental sales are made to authorized departmental representatives Mondays, Wednesdays and Thursdays, 12:00 noon - 3:30 p.m. Tuesdays and Fridays 7:30 a.m. - 3:30 p.m. These purchases must be charged to a valid university account number.
G. Public sales, including faculty and staff personal use, are Tuesdays from 7:30 a.m. - 5:30 p.m. and Fridays from 7:30 a.m. - 3:30 p.m. Cash, checks, Visa, Mastercard, American Express and Discover are accepted.
H. Sales to MSU agency accounts are considered public sales. Equipment transactions must be handled through MSU Surplus Store. These agencies may use valid university agency accounts for purchases and will be charged the appropriate sales tax. Agency accounts range from 31-3500 through 31-4999. Taxable agency accounts are 31-3500 through 31-4099.
I. All merchandise is sold to the public on a first-come, first serve basis. No merchandise will be "held" or "reserved" for individuals or university personnel.
J. Some equipment or materials may have no resale value. Those items, if determined to be recyclable will be turned over to MSU Recycling. If not, then the items may be offered to the public at no charge to avoid landfill costs. These decisions are made by MSU Surplus Store personnel.
K. Departments must notify MSU Surplus Store personnel of potential hazardous materials that may be contained in any equipment made available for sale. It is the releasing department's sole responsibility to dispose of hazardous materials in accordance with university policy. Call the Office of Radiation, Chemical and Biological Safety for more information, 355-0153.
IV. PROCEDURES TO USE THE BUDGET BOOSTER
The Budget Booster is part the MSU Surplus Store’s on-line store (www.surplus.msu.edu/dept/budbooster.htm). The primary purpose of the Budget Booster is to promote the sale and exchange of items between university departments.
The Store has listings for:
- The sale of unwanted or surplus equipment.
- Departments seeking to purchase used item(s) may, by placing a "Wanted to Buy" inquiry, find the item(s) on campus.
- Departments may also post items for trade or eliminate unwanted items by giving them to other departments
In order to place an ad a department must:
- Write or type up a brief description of the item to be sold and take a digital picture (MSU Surplus Store can provide this service if necessary).
- Indicate the condition of the item.
- Indicate an asking price or, if you prefer, say best offer/will negotiate.
- Personal listings are not allowed.
- Items will be made available to both public customers and MSU departments unless the selling department indicates that the listing is for “MSU departments only”.
- E-mail the listing to surpluss@msu.edu
In order to purchase an item a department must:
- Add desired item to cart and checkout.
- Select "Department Order" on the Billing information page.
- Enter account number and e-mail address.
- A representative form the MSU Surplus Store will contact you regarding your purchase.
When selling or exchanging equipment with another department, always follow the procedures outlined in Section 300. For additional information, contact 355-0364, or e-mail surpluss@msu.edu
V. STORAGE
The MSU Surplus Store - Storage Services provides a variety of storage options to meet the university's needs. There are four buildings that furnish heated, non-heated or 24/7 self storage services. Exterior storage trailers are also available. Fees are based on a monthly or annual basis, which can include delivery services.
Shrink wrapping services are provided to Storage Services customers. Traditional shrink wrapping and heat wrapping services are both available.
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