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Surplus Property Disposal

UC Merced Surplus Services 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.

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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)

  1.  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.  
  2. 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 Surplus Services, until final disposal. An EIMR must be submitted for inventorial assets before pickup can be arranged.  
  3. Update ServiceNow ticket with completed and signed EMIR form.
  4. Property Management will review EMIR for title verification.
  5. 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)

  1. Submit a Surplus Property Pickup Ticket in ServiceNow. 
  2. 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.
  3. Contact Surplus Services 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.
  4. Non-inventorial items may be recycled or disposed of by the department if authorized by Surplus Services.
  5. Disposal decisions prioritize reuse and recycling wherever possible.
  6. 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 Services 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 Servicesis 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 Services 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 Services

Please coordinate with Environmental Health & Safety (EH&S) for proper disposal:

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

Please coordinate with furniture@ucmerced.edu for removal and disposal of: 

  • Office furniture, including desks, tables, cabinets, sofa chairs or similar items.