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Surplus for UCM Departments

UC Merced Surplus Services is responsible for the disposal, transfer, resale, and donation of university-owned property. Our mission is to ensure compliance with UC policies while promoting sustainability through reuse, recycling, and responsible disposal.

We support UC Merced departments in managing surplus items by providing pickup services, resale opportunities, and guidance on proper disposal methods. Whether you’re looking to get rid of outdated equipment, transfer assets to another department, or purchase surplus items, we’re here to help!

 

Surplus Sales Hours & Location

Open: Monday, Tuesday, Thursday | 10:00 AM – 3:00 PM

Closed: Wednesdays (reserved for campus-wide pickups)

Location: 1507 O Street, Merced, CA 95340

 

Quick Links

Selling Surplus Equipment

All items are sold “as is, where is” with no warranties. Campus departments must submit a Surplus Transaction Form to initiate a sale. Be sure to include your Chart of Accounts (COA) info.

View current listings for high-value items on PublicSurplus.com

Surplus Property Disposal

UC Merced Surplus Department oversees the proper disposal of university-owned property no longer needed by departments. The program ensures compliance with UC policy BUS-38, "Disposal of Excess Material and Transfer of Federally Funded University- Owned Material" and promotes sustainability through reuse, recycling, and responsible sale or disposal.

This policy applies to all UC Merced departments and includes both inventorial and non-inventorial items.

Disposal Process Overview

Before disposal, all surplus property must be properly identified and reviewed to determine the correct disposal method.

  • Inventorial: Original purchase cost over $5,000
  • Non-Inventorial: Items below the $5,000 threshold

Disposal of Inventorial Items (over $5000)

  •  Submit a Surplus Property Pickup Ticket in ServiceNow. 
    • If the inventory equipment has an equipment property tag, please note the property asset tag number (a 10-digit number noted on a sticker affixed to the item) on the ticket.  
  • A Equipment Inventory Modification (EMIR) form, along with an RITM number, will be generated from the ServiceNow ticket and sent to department. An EIMR allows for the processing of a change in custody code from a department to the Surplus Department, until final disposal. An EIMR must be submitted for inventorial assets before pickup can be arranged.  
  • Update ServiceNow ticket with completed and signed EMIR form.
  • Property Management will review EMIR for title verification.
  • Include a note in the ServiceNow ticket if pickup is required (fee applies) or if the item will be delivered to the surplus facility (no fee).  For pick-ups involving large or complex requests, contact Facilities Management for support.  A ticket must be submitted by department requesting surplus removal. For additional help, contact surplus@ucmerced.edu

Disposal of Non-Inventorial Items (under $4999)

  • Submit a Surplus Property Pickup Ticket in ServiceNow. 
  • To help expedite the surplus process, please include a detailed spreadsheet listing all items to be removed. The spreadsheet should include: Item description, Model number, Serial number, Confirmation that any iCloud accounts have been removed, etc.  Final determination on whether items are accepted into surplus is at the discretion of Surplus staff at the time of removal. Items that do not meet Surplus standards may be left on-site. In such cases, surplus staff will provide departments with the appropriate point of contact for next steps.  For assistance, please contact fmhelp@ucmerced.edu or ehs@ucmerced.edu.
  • Contact Surplus Department at (209) 658-5238 or via surplus@ucmerced.edu or equipmentmanagement@ucmerced.edu for guidance on how to dispose of non-inventorial or non-e-waste items.
  • Non-inventorial items may be recycled or disposed of by the department if authorized by the Surplus Department.
  • Disposal decisions prioritize reuse and recycling wherever possible.
  • Surplus pick-up is conducted every Wednesday by Surplus staff and operates on a first-come, first-served basis. All inquiries will be added to a removal queue and scheduled accordingly.

Approved Disposal Methods

Surplus Department will determine the best method of disposal based on the item’s condition, value, and type:

  • Sale: Items may be sold through PublicSurplus.com, a public auction platform. Surplus Department is the only authorized department to sell University property.
  • Donation: Items may be donated to eligible organizations with approval. But there are specific requirements regarding the disposition of donated property. Contact Equipment Management at equipmentmanagement@ucmerced.edu for all inquiries.
  • Scrap / Salvage / Recycle: Priority is given to reuse and sustainable recycling efforts. End user will contact recycle@ucmerced.edu for coordination.
  • Hazardous Waste, Universal Waste: Including, but not limited, to refrigerators and chemicals.  Contact https://ehs.ucmerced.edu or fmhelp@ucmerced.edu.
  • Trash: Items that cannot be reused or recycled may be disposed of as trash.

Recycling & E-Waste Management

Surplus Department works with state-certified recyclers and internal partners to recycle and divert waste whenever possible, including:

  • Computers
  • Servers
  • Monitors
  • Tablets
  • Cell phones
  • Printers, copiers
  • Most electronics

For used ink cartridges, aluminum, metal, plastic, please contact fmhelp@ucmerced.edu

Items Not Accepted by Surplus

Surplus Department cannot accept the following items. Please coordinate with Environmental Health & Safety (EH&S) for proper disposal:

  • Liquids
  • Light bulbs
  • All types of batteries
  • Smoke detectors

Handling Fees & Revenue Distribution for Sales

Administrative costs—including pickup, storage, advertising, and disposal—are deducted from all sale proceeds. These costs help cover necessary services such as e-waste fees (averaging $6.00 per unit), staffing, and warehouse overhead.

Net proceeds are then distributed between the Surplus Department and the selling department based on the following tiered model:

Sale Price Amount Retained by Surplus Department Amount Retained by Department
$2,500 or less 100% 0%
$2,501 and above 65% 35%

Transferring Equipment to Another UC Merced Department

If you’re transferring equipment to another department, it must be documented to maintain accurate inventory records.

Steps for Internal Transfers:

  1. Pre-Approval: Email equipmentmangement@ucmerced.edu to request approval from the Equipment Coordinator before any transfer.
  2. Preparation of EMIR Form: Submit a Surplus Property Pickup Ticket in ServiceNow. Include the following information within the ticket and a Equipment Inventory Modification (EMIR) form will be generated from the request and sent to department.
    • Property number.  If the inventory equipment has an equipment property tag, please note the property asset tag number (a 10-digit number noted on a sticker affixed to the item) on the ticket.  
    • Description of the item
    • PI/Researcher Name, COA/account number, new location/room number
    • Dean/Vice Chancellor/signing authority approval
  3. EMIR review by Equipment Coordinator: The transferring department sends the completed EIMR form to Equipment Coordinator for approval.
  4. Receiving Department Approval: The receiving department reviews and approves the form. The approved form is returned to the Equipment Coordinator.
  5. Equipment Coordinator Approval: Equipment Management reviews and approves the form as final approval. If necessary, the equipment's location information is updated.
  6. Payment Processing: Receiving department using COA submits payment for equipment predetermined cost value agreed upon by receiving department and Equipment Coordinator.  Equipment Management to coordinate payment logistics.  Applicable fees will be based on fair market value and value of the asset.
  7. Equipment Management conducts a cost analysis using a process that determines the fair market value of units being transferred or sold. If asset has an Inventory property tag, Equipment Management will work in conjunction with accounting to determine fair market value of asset.

Intercampus Transfers (Between UC Campuses)

If transferring property to another UC campus, follow these steps:

  • Preparation of EMIR Form: Submit a Surplus Property Pickup Ticket in ServiceNow. Include the following information within the ticket and a Equipment Inventory Modification (EMIR) form will be generated from the request and sent to department.
    • Property number.  If the inventory equipment has an equipment property tag, please note the property asset tag number (a 10-digit number noted on a sticker affixed to the item) on the ticket.  
    • Description of the item
    • UC Merced PI/Researcher Name, COA/account number
    • UC Merced Dean/Vice Chancellor/signing authority approval
    • Receiving UC location, contact information from receiving UC campus for property management offce.
  • Receiving Confirmation: Equipment Management at receiving UC campus surplus location confirms the transfer with the receiving department.
  • Department must work with receiving UC in collecting COA information, for payment of transferred equipment. Equipment Management will conduct a cost analysis using a process that determines the fair market value of units being transferred. If asset has an Inventory property tag, Equipment Management will work in conjunction with accounting to determine fair market value of asset.
  • Transfer and Acquire: Once equipment is transferred to UC campus, the department approving the transfer will communicate to Equipment Management once the item has been removed from UCM campus. Equipment Management in conjunction with accounting will retire the asset, ending UCM liability for this property. Communication from department to equipment management notifying of removal of asset must be informed within 24 hours of removal.

Selling Surplus Equipment

Surplus Department is the sole authorized entity to sell UC Merced property, whether inventorial or non-inventorial.  

How to Sell an Item

  • Contact Surplus Department at surplus@ucmerced.edu for an item evaluation.
  • Surplus Department staff will assist in obtaining necessary information, choosing the best selling method, and soliciting buyers.
  • Equipment Management conducts a cost analysis using a process that determines the fair market value of units being transferred or sold. If asset has an Inventory property tag, Equipment Management will work in conjunction with accounting to determine fair market value of asset.
  • Proceeds from the sale are divided between Surplus Department and the originating department based on a tiered basis.

Policies & Procedures

Surplus Department follows University of California policy to ensure compliance with regulations on asset disposal and transfers.

Key Policies and Guidelines:

Resources & Quick Links

ServiceNow Tickets:

 

Contact Us

For questions about surplus property, transfers, or sales, contact us directly.

Surplus Warehouse Location:
1507 O Street, UC Merced

Phone:

  • General Inquiries: (209) 658-5238
  • Pickup Requests: (209) 355-0697

Email:

Need Help? We’re happy to guide you through any process!