Surplus

We assist with disposal of items that have a re-sale or re-usable value (have not completed its life-cycle) and are no longer required by a Faculty or Administrative Department.
Where items are not suitable for repurposing, we offer disposal and recycling services.

Recycling Process and Procedures

Recycling Process

  • Items with reusable value may be retained for future use and allocation.
  • If items have a deemed cash resale value, the item(s) will be declared surplus and sold/disposed of through a fairly competed public auction, for example: BC Auction.
  • Items deemed surplus to UVic's requirements and acquired through Pro-D funds, may be disposed of per Purchasing Services Policy 1750 (Section 1.2.12) and/or  Professional Development Policy 1445 (Section 4.2)
  • Prior to disposal to our waste reduction facility, volunteer non-profit agencies may have the opportunity to acquire on a no-cost basis, as is.

Procedures

  • Equipment that is worn out or obsolete and must be replaced by equipment that will perform the same function may be traded-in on new equipment or sold as surplus. This should be indicated at the time of replacement on the web requisition.
  • Equipment may not be "junked" or otherwise disposed of without approval of Purchasing Services (acting on behalf of the Vice President, Finance and Operations).
  • Sale of ALL equipment between departments (including no-charge transactions) is to be processed through Purchasing Services.
  • The University does NOT sell surplus materials, equipment, furniture or furnishings directly to University staff, except for Pro-D acquired items. Employees of the University may make offers to Purchase through a Surplus Sale when it is open for Bids from the general public.
  • Trade-ins are handled along with the normal purchase. A requisition may be raised describing the new equipment to be purchased and the equipment to be traded in. Purchasing Services will solicit offers and bids/quotations/proposals from prospective suppliers on this basis.
  • To assess surplus, worn out, or obsolete equipment, or equipment that is no longer needed, complete a Surplus Declaration form.
  • Inventory numbers and/or equipment serial numbers must be provided when available.
  • The proceeds of the sale of surplus products are normally credited to the University's general revenues.
  • "For Removal and Sale" means the products will be picked up for delivery to the Surplus Sales holding area, where it will be stored until sold to the highest bidder or disposed through recycling, chipping or landfill.

Asset disposal

Please follow these guidelines to dispose of surplus assets:

Furniture

Send a FMIS request to Facilities Management.

Computers

To comply with privacy and security regulations, any devices that store data will have their hard drives removed and destroyed, or “scrubbed” if they will be reallocated within the University.

Departments supported by University Systems Desktop Computer Support (DCST) - Notify your Desktop Computer Support person . DCST staff will remove confidential data and assess the value of the equipment for re-purposing options, and tag each piece of equipment with an Asset or Recycle sticker.

Departments not supported by University Systems Desktop Support Services - Submit a Surplus Declaration Form. Purchasing staff will assess the value of the equipment for re-purposing options, and tag each piece of equipment with an Asset or Recycle sticker.

If equipment has been tagged with a Recycle sticker, department sends FMIS request. Otherwise, DCST or Purchasing staff will arrange removal.

Equipment and supplies

Submit Surplus Declaration Form. Purchasing will assess the value of the equipment for re-purposing options, and tag each piece of equipment with an Asset or Recycle sticker.

If equipment has been tagged with a Recycle sticker, department sends FMIS request to arrange removal. Otherwise, Purchasing will arrange removal.

Surplus sales

Surplus sales are subject to Conditions of Sale and General Conditions below:

Terms and conditions of our public sales

  1. Offers shall be on an “as is - where is” basis and subject to the conditions of sale set forth herein. The University of Victoria makes no representations or warranties, express or implied, as to merchantability, fitness for purpose, or any other condition or quality.
  2. Inspection prior to submitting an offer is the responsibility of the prospective buyer.
  3. Offers to purchase will be accepted only by the Director, Purchasing Services, or their delegate.
  4. The University of Victoria will not be responsible for any failure in electronic communications that may occur during an online auction process.
  5. A deposit is not required with any offers submitted.
  6. Terms to be F.O.B. University of Victoria. Buyer is responsible for all shipping, customs, duty and insurance fees.
  7. Payment Terms are dependent on method of sale, and may include: cash, credit, debit, or wire transfer.
  8. Surplus sales are subject to applicable taxes.
  9. Commercial invoices for Customs and Brokerage for overseas shipments will declare actual amount paid for items.
  10. Payment shall be made within five (5) working days of written acceptance of the offer by the University of Victoria. If the bidder does not meet these payment terms, the item could be offered to other bidders, based on date/time of receipt of the offer.
  11. Goods are not to be released to the bidder without proof of payment.
  12. Goods are not to be held or stored.
  13. The University of Victoria reserves the right to withdraw items from a sale at any time.
  14. The University of Victoria reserves the right to reject any or all offers or to negotiate partial sales, pricing or terms and conditions with any prospective buyer(s) without the duty to inform other prospective buyers.
  15. If through withdraw, loss or error, material cannot be delivered to the Purchaser, the University's liability shall be limited to refund of the purchase price or such portion thereof the University determines as equitable for a period of up to 30 days. The University may re-sell or dispose of the item after the 30 day vesting period.
  16. The Purchaser shall be liable and responsible for the costs of repairing or making good any damage to the University property caused by the Purchaser or their agents while on University property or during removal of an item purchased.
  17. The University does not assume any liability for injury or loss incurred in the inspection, removal, use or handling of the property listed herein.
  18. Submission of the Offer/Bid shall be construed as constituting understanding and acceptance of all terms and conditions set out here.