Administration & Finance

Surplus, Disposal & Trade-in of Equipment

Departments or end users may not dispose of, transfer, recycle, trade-in, or surplus University property on their own accord. 

4.6 Surplus – Disposal

To dispose of Moveable Equipment, the Departmental Property Custodians should contact the Customer Service Center to request removal of all surplus equipment.

The appropriate Surplus Form should be completed, submitted to Customer Service and a copy attached to the equipment being disposed. Only equipment listed on the Surplus Form(s) will be removed.  Customer Service will assign a HEAT ticket(s) to IT or Receiving when completed forms are submitted.  Customer Service will notify the requester when the surplus process is complete.

          4.6(a) Computer/ Data Storage Device Disposal

          The IT department is responsible for the degaussing or removing of data from all equipment that stores data.  For    equipment that stores data (computers, servers, laptops, computer towers, imacs, notebooks, iPhones, blackberry’s, mobile devices, hard drives, backup tapes and other devices that hold personal or UMB information) departments must complete and submit the IT Data Storage Surplus Form to Customer Service and attach a copy to the equipment for        surplus.  An IT service tech will remove items listed on the form, sign and submit form to the Property Department for the completion of the surplus process and update of the AMS.  Customer Service will notify the requester upon completion.

          4.6(b) Other Moveable Equipment Disposal

          For disposal of all other Moveable Equipment a Moveable Equipment Surplus Form must be completed and a copy attached to the equipment for surplus.  The Receiving Department will only remove items listed on the form (non-data storage equipment).  Receiving will sign off on the form and submit it to the Property Department for the completion of the surplus process and update of the AMS. Customer Service will notify the requester upon completion. If the equipment contains hazardous material, departments must note that on the form.  Receiving will contact EH&S to determine the proper removal and disposal method of the item(s).

4.7 Trade-ins


Purchasing Requisitions should note equipment is being traded-in and provide information about the equipment being traded (description, barcode, serial number, and trade-in value (if any)) so the Property Department can update the AMS.  For trade-in equipment purchased with grant funds, ORSP must also approve the action in advance.