1236.1 - University of North Carolina at Chapel Hill Procedure on Documenting Trade-In Allowances


Scope of Applicability

This procedure applies to all University Faculty and Staff.


Equipment trade-ins require documentation and approval from the State Surplus Property Agency.

Forms and Instructions

Submit a requisition including the description of the item to be traded in, as follows:

Make and model, serial number, UNC decal number, original acquisition date, original cost, and original purchase order number, if available. If the item to be traded in is not a replacement or like item, the department must attach a signed justification letter stating the reasons the department believes that a trade-in would result in greater financial return to the State than a sale through Surplus.

The appropriate purchasing procedure for a trade-in is based upon the acquisition value of the new equipment (without the trade-in credit). If the acquisition value requires obtaining competitive quotes/bids, Purchasing Services will seek quotes/bids both with and without the application of the trade-in allowance.

Purchasing will submit the request for trade-in to the State Surplus Property Agency for approval.



Related Requirements

External Regulations and Consequences


University Policies, Standards, and Procedures

Contact Information

Primary Contact
Subject Contact Telephone Fax E-Mail
Purchasing Purchasing - Goods 919-962-3774 919-962-0636 purchasing_team@unc.edu



  • October 1, 2014: Revised naming of requisition.
  • July 28, 2010
  • June 9, 2005
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Article ID: 131432
Thu 4/8/21 9:08 PM
Mon 8/9/21 4:15 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
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Director of Purchasing Services
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03/01/1998 12:00 AM