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Surplus Property

Fixed Assets

UNCW Surplus facilitates the removal and resale of equipment no longer of use to university departments. Learn more.

Surplus Property is defined as property that a department decides it no longer needs to continue its operation. The Surplus team is responsible for determining whether equipment is viable for resale. They will either dispose of the item or authorize the department for disposal.

Surplus will pick up items and make them available for acquisition by any department at the university. Items that are not acquired by UNCW departments will be sold to the public at scheduled property sales each month.

Find UNCW Surplus sale dates

Disposal Process

Surplus items are processed through the UNCW Surplus Property Management System. To submit a disposal request, you must have authorized access via MySeaport. If you are unsure of your access or need access for your department, please contact our office. When submitting a fixed asset to Surplus, departments must include complete asset details in the request, including the asset number, serial number, model, and manufacturer, ensuring the information matches the department’s inventory records. A signed Moveable Equipment Form (MEF), approved by the department head, is also required and must be attached directly to the corresponding asset item within the disposal request for Surplus review. MEFs should not be sent separately to the UNCW Fixed Assets team for items being transferred to Surplus.

Disposal Process for Assets Purchased with Grant Funding

Assets purchased with funding through a grant must gain prior approval before you can send the asset for disposal. The department must complete a Movable Equipment Form and forward it to the Office of Sponsored Programs and Research Compliance for approval.

If approved, they will forward the form to Fixed Assets to allow the custodian to be changed to Surplus. Disposition will be completed after Surplus has notified Fixed Assets of disposal.

UNCW has conditional title on federally procured equipment until such time as the sponsoring federal agency transfers title to the university.

Procedure for Sending a Tagged Fixed Asset to Surplus

Confirm the item is a fixed asset listed on your department’s inventory. Access your updated inventory anytime via: SSRS → Financial Reports → Campus Reports → Miscellaneous Reports → Inventory by Department

Log into the Surplus Management System in mySeaport under Employee Essentials and create a new disposal request.

Select "Add New Item" and complete all required fields, ensuring all information matches what is listed on your department's inventory.

  • Fixed Asset Required fields: Asset Number, Serial Number, Model, Manufacturer

Click Save and mae note of the assigned Disposal Request (DR#)

  • Mark "Sent to Surplus" on the formEnter the DR# in the designated box
  • Include all asset information
  • Obtain the Department Head’s signature in the Originating Department section
  • The form is available on the Controller’s Forms page under Fixed Assets
Select the pencil icon on the new row with the fixed asset. Upload the completed MEF under Attachments.

Contact Us

Phone: 910.962.7941
Fax: 910.962.7021

fixedassets@uncw.edu

UNC Wilmington, Fixed Assets
601 South College Road, Mail Code 5934
Wilmington, NC 28403-5934