Equipment Trade-In

All trade-in requests, regardless of dollar value, must receive prior approval from the State Surplus Property Office. When a campus department wishes to trade-in used equipment, the request must be submitted using the Fixed Assets Disposition and Change Electronic Form (eForm). Use this eForm for both fixed asset and non-fixed asset items. It will be automatically routed for the necessary approvals. 

Trade-in requests must include the following:

• a description of the item
• current condition
• date of acquisition
• purchase price
• vendor offering the trade-in
• full price of the replacement item
• trade-in allowance for the used item
• reason the trade-in is more advantageous than sending the item to Surplus Property for auction
• a copy of the vendor’s quote showing the trade-in value – attach this to the request 

The request will be sent to the State Surplus Property Office for approval. Once approved, the department will be notified that the trade-in may proceed.