{"id":21810,"date":"2021-01-04T08:57:09","date_gmt":"2021-01-04T16:57:09","guid":{"rendered":"http:\/\/policies.wsu.edu\/prf\/?page_id=21810"},"modified":"2026-02-12T13:56:40","modified_gmt":"2026-02-12T21:56:40","slug":"bppm-20-76","status":"publish","type":"page","link":"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-76\/","title":{"rendered":"20.76 Surplus Property"},"content":{"rendered":"\n<h1 class=\"wp-block-heading wsu-font-size--xxmedium\">University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual)<\/h1>\n\n\n\n<h2 class=\"wp-block-heading\">Surplus Property<\/h2>\n\n\n<div class=\"wsu-row wsu-row--single\" >\r\n    \n<div class=\"wsu-column\"  style=\"\">\r\n\t\n\n<p><strong>UPPM 20.76<\/strong><\/p>\n<p><strong>For more information contact:<\/strong><br \/>\u00a0 \u00a0Surplus Stores<br \/>\u00a0 \u00a0509-335-3089<\/p>\n<hr \/>\n<div id=\"toc_container\">\n<h3>Contents<\/h3>\n<ul class=\"toc_list\">\n<li><a href=\"#One_0\">1.0 Policy<\/a>\n<ul class=\"toc_list\">\n<li><a href=\"#One_1\">1.1 Restrictions on Transfer to an Individual and Private Use<\/a><\/li>\n<li><a href=\"#One_2\">1.2 Definition of University Property<\/a><\/li>\n<li><a href=\"#One_3\">1.3 Disposal Process<\/a><\/li>\n<li><a href=\"#One_4\">1.4 Property Categories<\/a><\/li>\n<li><a href=\"#One_5\">1.5 Items With No Resale Value<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Two_0\">2.0 Specific Item or Transaction Requirements<\/a>\n<ul class=\"toc_list\">\n<li><a href=\"#Two_1\">2.1 Digital Media<\/a><\/li>\n<li><a href=\"#Two_2\">2.2 Potentially Contaminated or Hazardous Items<\/a><\/li>\n<li><a href=\"#Two_3\">2.3 Federal Excess Property<\/a><\/li>\n<li><a href=\"#Two_4\">2.4 Transfer of Equipment Between WSU Departments<\/a><\/li>\n<li><a href=\"#Two_5\">2.5 Transfer of Equipment to Other Universities<\/a><\/li>\n<li><a href=\"#Two_6\">2.6 Trade-Ins<\/a><\/li>\n<li><a href=\"#Two_7\">2.7 Damaged or Scrap Items<\/a><\/li>\n<li><a href=\"#Two_8\">2.8 Donations<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Three_0\">3.0 Surplus Disposal Request<\/a>\n<ul class=\"toc_list\">\n<li><a href=\"#Three_1\">3.1 All WSU Departments<\/a><\/li>\n<li><a href=\"#Three_2\">3.2 Non-Pullman WSU Departments<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Four_0\">4.0 Updating Inventory Records<\/a><\/li>\n<li><a href=\"#Five_0\">5.0 Disposal Methods<\/a>\n<ul class=\"toc_list\">\n<li><a href=\"#Five_1\">5.1 Priority of Disposal Methods<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Six_0\">6.0 Sales Processed by Surplus Stores<\/a>\n<ul class=\"toc_list\">\n<li><a href=\"#Six_1\">6.1 First-Come, First-Served<\/a><\/li>\n<li><a href=\"#Six_2\">6.2 Consignment Opportunities<\/a><\/li>\n<li><a href=\"#Six_3\">6.3 Additional Information<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Seven_0\">7.0 Purchasing From Surplus Stores<\/a>\n<ul class=\"toc_list\">\n<li><a href=\"#Seven_1\">7.1 WSU Departments<\/a><\/li>\n<li><a href=\"#Seven_2\">7.2 State Agencies and Nonprofit Organizations<\/a><\/li>\n<li><a href=\"#Seven_3\">7.3 Additional Information<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div>\n<h3 id=\"One_0\">1.0 Policy<\/h3>\n<p>University-owned property that is no longer needed may still have value to the University. The University&#8217;s redistribution and disposal department, Surplus Stores, is responsible for redistributing, reselling, or recycling such items.<\/p>\n<p>Surplus Stores is the only WSU department authorized to sell University-owned surplus property to non-WSU entities or to dispose of University property.<\/p>\n<h4 id=\"One_1\">1.1 Restrictions on Transfer to an Individual and Private Use<\/h4>\n<p>Departments are reminded that University property may not be transferred to an individual, except when sold through public sales at Surplus Stores. Likewise, University property may not be used for private purposes (see <a href=\"http:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-50\/\">UPPM\u00a020.50<\/a>).<\/p>\n<h4 id=\"One_2\">1.2 Definition of University Property<\/h4>\n<p>For purposes of this policy, University property includes all items (equipment, supplies, and other materials) acquired by University departments, regardless of the source of funds, size, or quantity.<\/p>\n<p><strong>Exception:<\/strong> For purposes of this policy, University property does not include real estate property (also referred to as real property).<\/p>\n<h4 id=\"One_3\">1.3 Disposal Process<\/h4>\n<p>Departments are to observe the following disposal process for University property:<\/p>\n<ul>\n<li>The department initially evaluates the item for potential use within the department, determining whether the item is repairable or can be used by another departmental unit or staff member.<\/li>\n<li>If no internal use is found, the department considers selling, trading, or transferring the item to another University department (see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-80\/\">UPPM\u00a020.80<\/a>).<\/li>\n<li>The department sends items to Surplus Stores that are not used internally or transferred directly to another department. Surplus Stores sells such items to other departments, agencies, or the public, or disposes of the items.<\/li>\n<\/ul>\n<h4 id=\"One_4\">1.4 Property Categories<\/h4>\n<p>University property is divided into the following categories:<\/p>\n<ul>\n<li>Capital assets accounted for in Workday<\/li>\n<li>Departmental inventory accounted for in Workday<\/li>\n<li>Items that are not inventoried<\/li>\n<\/ul>\n<p>See the definitions in <a href=\"http:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-50\/\">UPPM\u00a020.50<\/a>. Departments must route all categories of University property to Surplus Stores for disposal.<\/p>\n<p>It is the department&#8217;s responsibility to determine if property items are managed in the University inventory or departmental inventory (see <a href=\"http:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-50\/\">UPPM\u00a020.50<\/a>).<\/p>\n<p><strong>Note:<\/strong> Some University inventory or departmental inventory items do not have inventory number tags or stickers. (See subsection When Tags Cannot Be Used in\u00a0<a href=\"http:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-50\/\">UPPM\u00a020.50<\/a>.)<\/p>\n<h5 id=\"One_4_a\">1.4.a Capital Assets (Tagged) Items<\/h5>\n<p>Capital asset inventory includes the following:<\/p>\n<ul>\n<li>Items with an initial cost of $5000 or more which have a useful life expectancy of over one year.<\/li>\n<li>Small and attractive items, such as laptops and weapons.<\/li>\n<li>Licensed vehicles (see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-70-40\/\">UPPM\u00a070.40<\/a>)<\/li>\n<\/ul>\n<p>See also <a href=\"http:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-50\/\">UPPM\u00a020.50<\/a>.<\/p>\n<p>Capital asset inventory items are to be entered in the Company Asset Book Workday system. See the <a href=\"https:\/\/confluence.esg.wsu.edu\/display\/WKB\/Workday+Materials\">Workday Register Assets reference guide<\/a> regarding instructions for entering and viewing University-inventory items<\/p>\n<p>See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-85-33\/\">UPPM\u00a085.33<\/a> regarding obtaining access to the Workday system.<\/p>\n<h5 id=\"One_4_b\">1.4.b Departmental Inventory (Possibly Tagged) Items<\/h5>\n<p>For surplus property purposes, the departmental inventory category includes items with an initial cost less than $5000 which are listed in Workday with the asset type <strong>Departmental Inventory<\/strong>. (See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-50\/\">UPPM\u00a020.50<\/a> and the <a href=\"https:\/\/confluence.esg.wsu.edu\/display\/WKB\/Workday+Materials\">Workday Register Assets reference guide<\/a>.)<\/p>\n<h5 id=\"One_4_c\">1.4.c Non-inventory Items<\/h5>\n<p>For surplus property purposes, the non-inventory category includes items with and without inventory stickers with initial purchase cost less than $5000 and not listed in Workday.<\/p>\n<h4 id=\"One_5\">1.5 Items With No Resale Value<\/h4>\n<p>Some equipment or materials may have no resale value. Surplus Stores sends such items, if recyclable, to WSU Recycling. The decision to recycle University property is made exclusively by Surplus Stores personnel.<\/p>\n<h5 id=\"One_5_a\">1.5.a Assistance<\/h5>\n<p>For assistance with determining whether or not an item has resale value or is considered surplus, contact Surplus Stores at 509-335-3089 or send an email to <a href=\"mailto:surplus@wsu.edu\">surplus@wsu.edu<\/a>.<\/p>\n<p>Additional <a href=\"https:\/\/surplus.wsu.edu\/disposal-of-surplus\/\">guidelines regarding disposal of surplus<\/a> items are available from Surplus Stores.<\/p>\n<h3 id=\"Two_0\">2.0 Specific Item or Transaction Requirements<\/h3>\n<h4 id=\"Two_1\">2.1 Digital Media<\/h4>\n<p>It is the department&#8217;s responsibility to be aware of the University&#8217;s confidential data security policies and procedures. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-01\/\">UPPM\u00a090.01<\/a> and <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-87-53\/\">UPPM 87.53<\/a>.<\/p>\n<p>Prior to disposing of computers, data storage devices, or computer media, all software and data files must be electronically or physically destroyed. Any electronic destruction method must include at least a three-pass binary overwrite or physical destruction of the storage device.<\/p>\n<p><strong>Note:<\/strong> Simply reformatting the hard drive or physically removing the hard drive is not considered adequate.<\/p>\n<p>Surplus Stores provides a wipe (i.e., three-pass binary overwrite) or destruction service for surplus hard drives at no charge. Surplus Stores wipes all or destroys all hard drives.<\/p>\n<p>The owning department may electronically wipe the software and data files on the storage device prior to sending the item to Surplus Stores.<\/p>\n<h5 id=\"Two_1_a\">2.1.a Shredding Portable Digital Media<\/h5>\n<p>Waste Management provides shredding services for portable digital media such as CDs and floppy disks.<\/p>\n<h5 id=\"Two_1_b\">2.1.b Digital Media Surplus at WSU Vancouver<\/h5>\n<p>To dispose of all digital media devices, e.g., storage, computers, WSU Vancouver departments submit an online request for surplus pickup through <a href=\"https:\/\/www.vancouver.wsu.edu\/facilities-operations\">WSUV Facilities<\/a>.<\/p>\n<p>See also <a href=\"#WSUV\">WSU Vancouver Department Procedures<\/a>.<\/p>\n<h4 id=\"Two_2\">2.2 Potentially Contaminated or Hazardous Items<\/h4>\n<p>Departments complete and attach an Item Evaluation form to each surplus item suspected of being potentially contaminated or containing a potentially hazardous component. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-77\/\">UPPM\u00a020.77<\/a> for the evaluation form and instructions. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-77-appendix-1\/\">Appendix\u00a01: Equipment Requiring Item Evaluation<\/a> for examples of equipment requiring Item Evaluation.<\/p>\n<p>Local, state, and federal laws prohibit many items from being disposed of in the landfill waste stream. Departments must transfer potentially contaminated or hazardous items to Surplus using the applicable surplus disposal request (see <a href=\"#SDR\">Surplus Disposal Request<\/a>) and accompanied by an Item Evaluation form (see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-77\/\">UPPM\u00a020.77<\/a>).<\/p>\n<h5 id=\"Two_2_a\">2.2.a Definitions and Examples<\/h5>\n<p>Hazardous contamination may be biological, chemical, or radiological in nature. For definitions, see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-77-appendix-2\/\">Appendix\u00a02: Biohazard Contamination<\/a>, <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-77-appendix-3\/\">Appendix\u00a03: Chemical Contamination<\/a>, and <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-77-appendix-4\/\">Appendix\u00a04: Radioactive Material Contamination<\/a>, respectively.<\/p>\n<p>Hazardous components include, but are not limited to, such items as asbestos-containing materials, batteries, compressed gases, mercury-containing devices, polychlorinated biphenyls, radiation machines and sources, sharp edges, and loose drawers. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-77-appendix-5\/\">Appendix\u00a05: Hazardous Components Overview<\/a> for definitions.<\/p>\n<p>For further guidelines regarding potentially hazardous items such as refrigeration equipment and electronics, see <a href=\"https:\/\/surplus.wsu.edu\/disposal-of-surplus\/\">Surplus Stores Surplus Disposal<\/a>.<\/p>\n<h5 id=\"Two_2_b\">2.2.b Radioactive Materials or Radiation Sources<\/h5>\n<p>A University department, regardless of campus location, must receive prior approval from the Radiation Safety Office (RSO) in order to remove, deactivate, and\/or surplus any item used for radioactive work or labeled as a source of ionizing radiation. Contact the RSO; telephone 509-335-8916; or see the <a href=\"http:\/\/www.rso.wsu.edu\">RSO<\/a> website.<\/p>\n<p>Before transferring equipment that has contained or may have been contaminated with radioactive materials or contains a sealed source or x-ray tube, the department contacts the RSO. The RSO performs a property release survey prior to the transfer to Surplus Stores. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-77-appendix-4\/\">Appendix\u00a04: Radioactive Material Contamination<\/a> and <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/safety-policies-procedures-manual\/sppm-9-60\/\">SPPM 9.60<\/a> for procedures.<\/p>\n<p>After receiving approval from the Radiation Safety Office (RSO), the department completes the forms indicated in <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/safety-policies-procedures-manual\/sppm-9-60\/\">SPPM 9.60<\/a>. (<strong>Note:<\/strong> Only RSO personnel may remove radioactive materials labels or stickers.)<\/p>\n<h4 id=\"Two_3\">2.3 Federal Excess Property<\/h4>\n<p>Before routing federal excess property items to Surplus Stores, the department does the following:<\/p>\n<ul>\n<li>Obtains approval from Sponsored Program Services and the responsible federal agency.<\/li>\n<li>Removes all federal government inventory stickers.<\/li>\n<li>Provides copies of the approved AD-112 forms to Surplus Stores personnel at the time of the pickup or drop off.<\/li>\n<\/ul>\n<p>See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-78\/\">UPPM\u00a020.78<\/a> for further information regarding federal excess property.<\/p>\n<h4 id=\"Two_4\">2.4 Transfer of Equipment Between WSU Departments<\/h4>\n<p>One WSU department may transfer and\/or sell equipment to another. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-80\/\">UPPM\u00a020.80<\/a>.<\/p>\n<h4 id=\"Two_5\">2.5 Transfer of Equipment to Other Universities<\/h4>\n<p>Surplus Stores processes the transfer\/sale of University-owned property to other universities at fair market value. Such transfers may accompany a project or project transfer. Such transfers are to be in conformance with <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-40-16\/\">UPPM\u00a040.16<\/a>.<\/p>\n<h4 id=\"Two_6\">2.6 Trade-Ins<\/h4>\n<p>The department obtains prior approval from Surplus Stores before using an item to complete a trade-in. Surplus Stores may be able to sell the item for more than the negotiated trade-in amount. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-70-12\/\">UPPM\u00a070.12<\/a>.<\/p>\n<h4 id=\"Two_7\">2.7 Damaged or Scrap Items<\/h4>\n<p>Departments transfer obsolete or damaged items to Surplus Stores where the items are usually sold as scrap or recycled.<\/p>\n<p><strong>Note:<\/strong> The department must obtain the prior approval of Surplus Stores before scrapping or cannibalizing a movable equipment item at a departmental site. Departments must request a Destruction Form from Surplus Stores. See the Workday Transfer Asset reference guide.<\/p>\n<h4 id=\"Two_8\">2.8 Donations<\/h4>\n<p>Donations to qualified shelters or rehabilitative workshops are permitted <b>only <\/b>when <b>all<\/b> of the following criteria are met:<\/p>\n<ul>\n<li>Surplus Stores has made reasonable efforts to determine if any state agency has a requirement for such property and no such agency has been identified. Such determination is to follow sufficient notice to all state agencies to allow adequate time for them to make their needs known.<\/li>\n<li>Items cannot be sold for a reasonable price.<\/li>\n<li>The nature and quantity of the property in question is directly germane to the needs of the nonprofit organization and the nonprofit organization agrees to use the property for such needs and purposes.<\/li>\n<li>Items would have a higher overhead cost to process as surplus than the sale value.<\/li>\n<li>The Assistant Vice President of Facilities Services, Operations determines that the donation of such property is in the best interest of the University.<\/li>\n<\/ul>\n<h3 id=\"Three_0\">3.0 Surplus Disposal Request<\/h3>\n<p>To submit surplus disposal requests and transfer surplus items to WSU Pullman, refer to the following procedures.<\/p>\n<h4 id=\"Three_1\">3.1 All WSU Departments<\/h4>\n<p>A WSU department completes an online Surplus Disposal Request (SDR) to request a surplus pickup or to request to drop off surplus items at Surplus Stores. See <a href=\"#online_SDR\">Online Surplus Disposal Request<\/a>.<\/p>\n<p>The department may not drop off surplus items until Surplus Stores receives online approval from the area equipment coordinator and a Workday notification if the items are a capital asset or department inventory.<\/p>\n<p>Departments must move all merchandise that is transportable to Surplus Stores before the items may be offered for sale to the public or other non-WSU entities. See <a href=\"#large\">Large or Difficult to Transport Items<\/a>.<\/p>\n<h5 id=\"Three_1_a\">3.1.a Online Surplus Disposal Request (SDR)<\/h5>\n<p>To route items to Surplus Stores, the owning department submits an online Surplus Disposal Request (SDR) through <a href=\"http:\/\/myfacilities.wsu.edu\/\">myFacilities<\/a>:<\/p>\n<ul>\n<li>Select <b>Work Requests<\/b> to access the SDR.<\/li>\n<li>Log into the myFacilities system with a Network ID and password.<\/li>\n<li>From the menu of work request services, select <b>Request pickup or drop-off of surplus items<\/b>.<\/li>\n<li>Complete the online form. (SDR instructions and tips are also available from <a href=\"https:\/\/surplus.wsu.edu\/disposal-of-surplus\/\">Surplus Stores Surplus Disposal<\/a>.)<\/li>\n<li>\n<p>If the owning department wants an item on consignment and it meets consignment criteria, enter all funding information in the <strong>comment section<\/strong> of the SDR.<\/p>\n<p>Contact Surplus Stores for more information; e-mail<a href=\"mailto:surplus@wsu.edu\"> surplus@wsu.edu<\/a>; telephone 509-335-3089.<\/p>\n<\/li>\n<\/ul>\n<h6 id=\"Three_1_a_i\">3.1.a.i List Items for Pickup<\/h6>\n<p>\u00a0<\/p>\n<p>Departments list all items to be picked up, including both capital assets and department inventory listed in Workday and non-inventoried items. Surplus Stores uses this information to schedule pickups and determine the staff and equipment needed. Surplus Stores does not pickup items until a Workday notification has been received for items that are a capital asset or department inventory. (See the Workday Dispose Asset reference guide.)<\/p>\n<h6 id=\"Three_1_a_ii\">3.1.a.ii Required Approval<\/h6>\n<p>The area equipment coordinator receives an automated e-mail from myFacilities to approve or deny the disposal request.<\/p>\n<h5 id=\"Three_1_b\">3.1.b Workday Dispose Asset<\/h5>\n<p>After completing the SDR, the department must create a Workday Dispose Asset business process for capital assets and department inventory. This initiates the process to remove the item from inventory. For each capital asset or department inventory item, list the SDR number into the comments of the Dispose Asset transaction. This assists with reconciling and to ensures that correct item is removed from inventory. Once Surplus Stores receives the disposal notification through Workday, Surplus Stores schedules the surplus pickup.<\/p>\n<p>See the <a href=\"https:\/\/confluence.esg.wsu.edu\/display\/WKB\/Workday+Materials\">Workday Dispose Asset reference guide<\/a> instructions for processing surplus items.<\/p>\n<h6 id=\"Three_1_b_i\">3.1.b.i SDR Number for Drop Off<\/h6>\n<p>Once the area equipment coordinator approves the disposal request, the department personnel must provide the SDR number to Surplus Stores at the time of drop off. (Department personnel do not need to provide the SDR number if Surplus Stores picks up the items.)<\/p>\n<h5 id=\"Three_1_c\">3.1.c Protection of Inventoried Items Waiting for Pickup<\/h5>\n<p>The requesting department keeps capital assets and department inventory items that are waiting to be picked up in a location that is monitored. Surplus Stores is not responsible for inventory items until Surplus personnel take possession of the items.<\/p>\n<h5 id=\"Three_1_d\">3.1.d Large or Difficult to Transport Items<\/h5>\n<p>Surplus Stores personnel review items that are large or difficult to transport to determine if an on-site sale is appropriate or if Facilities Services, Heavy Equipment is needed to transport the items to Surplus Stores.<\/p>\n<p>Under the supervision of Surplus Stores personnel, multiple items of similar kind and items that cannot be moved in an efficient and practical manner may be sold on-site. The Surplus Stores supervisor or designee determines the procedure to be used to advertise and sell such merchandise.<\/p>\n<h5 id=\"Three_1_e\">3.1.e Pickup or Drop-Off<\/h5>\n<p>Department personnel present the SDR number generated from myFacilities to Surplus Stores personnel at the time of drop off of surplus items.<\/p>\n<p>Surplus Stores personnel verify the following information:<\/p>\n<ul>\n<li>Disposal request number<\/li>\n<li>Item descriptions and inventory numbers\n<p>If capital assets and department inventory items listed on the SDR do not match the descriptions and the inventory numbers of the items to be surplused, Surplus Stores does not accept the items. Surplus personnel document the items that were not received on the Workday notification.<\/p>\n<p><strong>Note:<\/strong> To be accepted by Surplus Stores, each laptop must be tracked in Workday. Departments must register any laptop that is not tracked in the Workday Company Asset Book prior to sending the item to Surplus. (See UPPM 20.50 and the Workday Register Assets reference guide.)<\/p>\n<\/li>\n<li>Quantities of items accounted for on University and\/or departmental inventories. If the quantities of inventoried items do not match what is listed on the SDR, Surplus personnel contact the department with the quantities picked up and adjust the Dispose Asset record in Workday.<\/li>\n<\/ul>\n<p>Surplus personnel do not reconcile noninventory items listed on the SDR for inventory numbers, descriptions, or quantities.<\/p>\n<h5 id=\"Three_1_f\">3.1.f Notice of Request Completion<\/h5>\n<p>When the items arrive at Surplus Stores, Surplus personnel change the disposal request status to &#8220;work complete.&#8221; The SDR system sends an e-mail notification of the request&#8217;s completion to the requestor.<\/p>\n<h5 id=\"Three_1_g\">3.1.g Workday Approval<\/h5>\n<p>When capital assets and department inventory arrive at Surplus Stores and are reconciled, Surplus Stores personnel approve the items in Workday.<\/p>\n<h4 id=\"Three_2\">3.2 Non-Pullman WSU Departments<\/h4>\n<p>Non-Pullman departments, except at WSU Vancouver, dispose of surplus equipment by one of the following methods.<\/p>\n<p><strong>Note:<\/strong> WSU Vancouver departments must follow the surplus disposal procedures (see <a href=\"#WSUV\">WSU Vancouver Department Procedures<\/a>).<\/p>\n<h5 id=\"Three_2_a\">3.2.a Transfer to WSU Surplus Stores<\/h5>\n<p>Non-Pullman departments may transfer surplus items to Surplus Stores by submitting an online Surplus Disposal Request (SDR) through <a href=\"https:\/\/myfacilities.wsu.edu\/\">myFacilities<\/a>:<\/p>\n<ul>\n<li>Select <b>Work Requests<\/b> to access the SDR.<\/li>\n<li>Log into the myFacilities system with a Network ID and password.<\/li>\n<li>From the menu of work request services, select <b>Request pickup or drop-off of surplus items<\/b>.<\/li>\n<li>Complete the online form. (SDR instructions and tips are also available from <a href=\"https:\/\/surplus.wsu.edu\/disposal-of-surplus\/\">Surplus Stores Surplus Disposal<\/a>.)<\/li>\n<\/ul>\n<p>After completing the SDR, the department must create a Workday Dispose Asset business process for capital assets and department inventory. This initiates the process to remove the item from inventory. For each capital asset or department inventory item, list the SDR number into the comments of the Dispose Asset transaction. This assists with reconciling and to ensures that correct item is removed from inventory.<\/p>\n<p>Once Surplus Stores receives the disposal notification through Workday, Surplus Stores schedules the surplus pickup. (See the <a href=\"https:\/\/confluence.esg.wsu.edu\/display\/WKB\/Workday+Materials\">Workday Dispose Asset reference guide<\/a> instructions for processing surplus items.)<\/p>\n<p>Department personnel present the SDR number generated from myFacilities to Surplus Stores personnel at the time of drop off of surplus items.<\/p>\n<h5 id=\"Three_2_b\">3.2.b Transfer to State Surplus<\/h5>\n<p>Non-Pullman departments may transfer surplus items to State Surplus by submitting an online Surplus Disposal Request (SDR) through <a href=\"https:\/\/myfacilities.wsu.edu\/\">myFacilities<\/a>:<\/p>\n<ul>\n<li>Select <b>Work Requests<\/b> to access the SDR.<\/li>\n<li>Log into the myFacilities system with a Network ID and password.<\/li>\n<li>From the menu of work request services, select <b>Request pickup or drop-off of surplus items<\/b>.<\/li>\n<li>Complete the online form. (SDR instructions and tips are also available from <a href=\"https:\/\/surplus.wsu.edu\/disposal-of-surplus\/\">Surplus Stores Surplus Disposal<\/a>.)<\/li>\n<\/ul>\n<p>After completing the SDR, the department must create a Workday Dispose Asset business process for capital assets and department inventory. This initiates the process to remove the item from inventory. For each capital asset or department inventory item, list the SDR number into the comments of the Dispose Asset transaction. This assists with reconciling and to ensures that correct item is removed from inventory.<\/p>\n<p>Once Surplus Stores receives the disposal notification through Workday, Surplus Stores schedules the surplus pickup. (See the <a href=\"https:\/\/confluence.esg.wsu.edu\/display\/WKB\/Workday+Materials\">Workday Dispose Asset reference guide<\/a> instructions for processing surplus items.)<\/p>\n<p><strong>Note:<\/strong> Surplus Stores does not submit items to State Surplus until a Workday notification has been received for items that are a capital asset or department inventory. (See the <a href=\"https:\/\/confluence.esg.wsu.edu\/display\/WKB\/Workday+Materials\">Workday Dispose Asset reference guide<\/a> for State Surplus instructions.)<\/p>\n<p>Coordinate with WSU Pullman Surplus Stores to arrange for items to be sent to State Surplus.<\/p>\n<h6 id=\"Three_2_b_i\">3.2.b.i Request for Transfer to State Surplus<\/h6>\n<p>If a department requests to transfer surplus equipment to State Surplus at Tumwater, WA, Surplus Stores personnel submit a request for pickup to State Surplus.<\/p>\n<p>The State Surplus office sends a state Property Disposal Request (form 267A) to Surplus Stores. Surplus Stores retains the state form 267A with the approved SDR and forwards a copy of the state form to the department to present at the time of pickup. The state-approved form includes a surplus authority number.<\/p>\n<h6 id=\"Three_2_b_ii\">3.2.b.ii Pickup by State Surplus<\/h6>\n<p>Non-Pullman department personnel present the copy of state form 267A with the surplus authority number to State Surplus personnel at the time of pickup.<\/p>\n<p>The requesting department retains the copy of the state form 267A with the approved SDR in accordance with the approved retention period (see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-01\/\">UPPM\u00a090.01<\/a>).<\/p>\n<h6 id=\"Three_2_b_iii\">3.2.b.iii Notice of Request Completion<\/h6>\n<p>When State Surplus approves the submitted items and assigns a surplus authority number, Surplus Stores personnel change the disposal request status to &#8220;work complete.&#8221; The SDR system sends an e-mail notification of the request&#8217;s completion to the requestor.<\/p>\n<h6 id=\"Three_2_b_iv\">3.2.b.iv Workday Approval<\/h6>\n<p>After State Surplus approves the submitted items and assigns a surplus authority number, Surplus Stores personnel approve the items in Workday.<\/p>\n<h5 id=\"Three_2_c\">3.2.c Additional Information<\/h5>\n<p>For additional information regarding proper equipment disposal at non-Pullman locations, refer to <a href=\"https:\/\/surplus.wsu.edu\/disposal-of-surplus\/\">Surplus Stores Surplus Disposal<\/a> or e-mail <a href=\"mailto:surplus@wsu.edu\">surplus@wsu.edu<\/a>; telephone 509-335-3089.<\/p>\n<h5 id=\"Three_2_d\">3.2.d WSU Vancouver Department Procedures<\/h5>\n<p>WSU Vancouver departments submit surplus equipment to WSUV Facilities Operations Surplus for disposal (see below).<\/p>\n<p>WSUV Surplus coordinates with WSU Pullman Surplus Stores to arrange item transfers.<\/p>\n<h6 id=\"Three_2_d_i\">3.2.d.i WSUV Disposal Request<\/h6>\n<p>The department completes a surplus request available at <a href=\"https:\/\/www.vancouver.wsu.edu\/facilities-operations\">WSUV Facilities<\/a>. The required form is available through the online request process.<\/p>\n<p>Each WSU Vancouver department must have a department or area equipment coordinator who is authorized to approve the transfer of all items submitted for surplus processing. The authorized department or area equipment coordinator signs and dates the required surplus form that must include a detailed, itemized listing of all surplus property for pickup. The department must submit the surplus form with the online surplus request and attach a copy to each surplus item for pickup.<\/p>\n<p>The WSUV department retains a copy of the Surplus Property Report in accordance with existing approved records retention schedules (see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-01\/\">UPPM 90.01<\/a>).<\/p>\n<h6 id=\"Three_2_d_ii\">3.2.d.ii WSUV Surplus Pickup<\/h6>\n<p>Facilities personnel contact the requesting department to coordinate pickup.<\/p>\n<p>The requesting department keeps WSU Vancouver- and WSUV department-inventoried items that are waiting to be picked up in a location that is secure. WSUV Facilities Services is not responsible for inventoried items until Facilities Services personnel take possession of the surplus items.<\/p>\n<h6 id=\"Three_2_d_iii\">3.2.d.iii Transfer Between WSUV Departments<\/h6>\n<p>To transfer surplus property to another WSU Vancouver department, the initiating department submits a surplus request as described under <a href=\"#WSUV-SR\">WSUV Disposal Request<\/a>.<\/p>\n<p>Upon receipt of the request, WSUV Surplus coordinates with the initiating department to complete and approve the necessary surplus transfer documentation.<\/p>\n<h6 id=\"Three_2_d_iv\">3.2.d.iv Potentially Hazardous Surplus Items<\/h6>\n<p>Departments must complete and attach an Item Evaluation form along with a WSUV Surplus Report (see above) to each surplus item suspected of being potentially contaminated or containing a potentially hazardous component. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-77\/\">UPPM\u00a020.77<\/a> for the Item Evaluation form and instructions. See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-20-77-appendix-1\/\">Appendix\u00a01: Equipment Requiring Item Evaluation<\/a> for examples of equipment requiring Item Evaluation.<\/p>\n<h3 id=\"Four_0\">4.0 Updating Inventory Records<\/h3>\n<p><strong>Important!<\/strong> Departments are responsible for entering disposal information for departmental inventory items with asset type <strong>Departmental Inventory<\/strong> in workday. (See the <a href=\"https:\/\/confluence.esg.wsu.edu\/display\/WKB\/Workday+Materials\">Workday Dispose Assets reference guide<\/a>.)<\/p>\n<h3 id=\"Five_0\">5.0 Disposal Methods<\/h3>\n<h4 id=\"Five_1\">5.1 Priority of Disposal Methods<\/h4>\n<p>WSU sets priority of disposal and availability of surplus items in accordance with state regulations and statutes <a href=\"http:\/\/apps.leg.wa.gov\/rcw\/default.aspx?cite=43.19.1919\">RCW\u00a043.19.1919<\/a>, <a href=\"http:\/\/apps.leg.wa.gov\/rcw\/default.aspx?cite=43.19.1920\">RCW\u00a043.19.1920<\/a>, <a href=\"http:\/\/apps.leg.wa.gov\/wac\/default.aspx?cite=200-360-010\">WAC\u00a0200-360-010<\/a>, and <a href=\"http:\/\/apps.leg.wa.gov\/wac\/default.aspx?cite=200-360-015\">WAC\u00a0200-360-015<\/a>.<\/p>\n<h5 id=\"Five_1_a\">5.1.a Exceptions to Disposal Priorities<\/h5>\n<p>Surplus property may be disposed of in a manner other than as specified in the state requirements listed under <a href=\"#state\">Transfer to State Surplus<\/a> if determined to be legal and approved in advance by the Assistant Vice President of Facilities Services, Operations.<\/p>\n<p>To request an exception, the responsible department chair or dean sends a written memorandum or e-mail to Surplus Stores.<\/p>\n<h3 id=\"Six_0\">6.0 Sales Processed by Surplus Stores<\/h3>\n<p>Surplus Stores processes the following types of sales of surplus items (see below):<\/p>\n<ul>\n<li>Sales to WSU departments\n<p>Upon request, Surplus Stores provides delivery of items sold to WSU departments.<\/p>\n<\/li>\n<li>Sales to state agencies and nonprofit organizations<\/li>\n<li>Public sales<\/li>\n<li>Sealed bid sales\n<p>Equipment and items that are not suited to public sales due to the type or the location may be sold through sealed bids.<\/p>\n<\/li>\n<li>Online auctions\n<p>Equipment and items that are not suited to public sales due to the type or the location may be sold through online methods.<\/p>\n<\/li>\n<\/ul>\n<h4 id=\"Six_1\">6.1 First-Come, First-Served<\/h4>\n<p>All merchandise that is sold to the public is on a first-come, first-serve basis. No merchandise is held or reserved for sale to individuals or to University personnel for personal use.<\/p>\n<h4 id=\"Six_2\">6.2 Consignment Opportunities<\/h4>\n<p>Surplus Stores offers consignment opportunities to WSU departments. Consignment sale is reserved for individual items with significant value, not several low value items grouped together and sold in a lot.<\/p>\n<p>Contact Surplus Stores for consignment rate information.<\/p>\n<h4 id=\"Six_3\">6.3 Additional Information<\/h4>\n<p>For further information regarding purchasing surplus items, see <a href=\"http:\/\/surplus.wsu.edu\/\">Surplus Stores<\/a>.<\/p>\n<h3 id=\"Seven_0\">7.0 Purchasing From Surplus Stores<\/h3>\n<h4 id=\"Seven_1\">7.1 WSU Departments<\/h4>\n<p>To purchase surplus items, a WSU department must:<\/p>\n<ul>\n<li>Submit an Internal Service Delivery request in Workday to Surplus Stores at the time of sale, if the department has an employee assigned with the internal service provider security role; or<\/li>\n<li>Submit a completed Interdepartmental Requisition and Invoice (IRI) to Surplus Stores at the time of sale.<\/li>\n<\/ul>\n<p>See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-70-05\/\">UPPM 70.05<\/a> and the <a href=\"https:\/\/confluence.esg.wsu.edu\/display\/WKB\/Workday+Materials\">Workday Procurement Internal Service Delivery reference guide<\/a>, as applicable.<\/p>\n<p>For departmental shopping hours and delivery fees contact Surplus Stores; telephone 509-335-3089; or see the <a href=\"http:\/\/surplus.wsu.edu\/\">Surplus Stores<\/a> website.<\/p>\n<h4 id=\"Seven_2\">7.2 State Agencies and Nonprofit Organizations<\/h4>\n<p>State agencies and nonprofit organizations must register with Surplus Stores prior to shopping. For more on how to register, contact Surplus Stores; telephone 509-335-3089; or see <a href=\"http:\/\/surplus.wsu.edu\/\">Surplus Stores<\/a>.<\/p>\n<h4 id=\"Seven_3\">7.3 Additional Information<\/h4>\n<p>For further information regarding purchasing surplus items, see <a href=\"http:\/\/surplus.wsu.edu\/\">Surplus Stores<\/a>.<\/p>\n<p style=\"font-size: .8rem\">_______________________<br \/><strong>Revisions:<\/strong>\u00a0 Jan. 2023 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-606\/\">606<\/a>); Jan. 2021 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-560\/\">560<\/a>); July 2012 (Rev. 400); Jan. 2010 (Rev. 344); Dec. 2007 (Rev. 312); Apr. 2003 (Rev. 229); July 2001 (Rev. 189); Aug. 1993 (Rev. 92); Mar. 1988 (Rev. 70).<\/p>\n\n<\/div>\r\n\n<\/div>","protected":false},"excerpt":{"rendered":"<p>University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual) Surplus Property<\/p>\n","protected":false},"author":1061,"featured_media":0,"parent":50633,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"wsuwp_university_location":[],"wsuwp_university_org":[],"_links":{"self":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/21810"}],"collection":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/users\/1061"}],"replies":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/comments?post=21810"}],"version-history":[{"count":44,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/21810\/revisions"}],"predecessor-version":[{"id":69865,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/21810\/revisions\/69865"}],"up":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/50633"}],"wp:attachment":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/media?parent=21810"}],"wp:term":[{"taxonomy":"wsuwp_university_location","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_location?post=21810"},{"taxonomy":"wsuwp_university_org","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_org?post=21810"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}