Surplus Property

Surplus Property is UMB-owned equipment or materials that are no longer needed or utilized. Departments are responsible for initiating the proper disposal process.

Department Responsibilities

Departments must:

• Complete the Excess Property Declaration / Capital Asset Deletion Form (EPD/CADF).
• Attach all required supporting documentation (e.g., reason for disposal, condition, approvals).
• Submit the form and documentation to Financial Services – Capital Equipment Inventory (FSCEI).

FSCEI will review submissions and determine whether the item:

• Should be removed from Capital Asset records, or
• Should be referred to Procurement Services – Surplus Property Office for disposition.

Disposition Options

When approved for surplus, property may be:

• Offered for sale or trade within the University System of Maryland or other State agencies.
• Sold to the public via public auction.
• Donated to qualified nonprofit organizations (note: grant-funded equipment may have restrictions; contact Office of Research and Development first).
• Dismantled for usable parts.
• Recycled or scrapped in accordance with UMB recycling programs. 

Tip: Departments should consider potential trade-in opportunities when purchasing replacement equipment. Contact Procurement Services for guidance on trade-ins and purchasing procedures.

References and Resources

• Strategic Sourcing and Acquisition Services – Surplus Property
• UMB Policy VIII-1.20(A) – Disposal of Surplus Personal Property
• Excess Property Declaration / Capital Asset Deletion Form (EPD/CADF)