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Surplus Property Transfer

Transfer of Surplus Property within the University

Surplus Property is pleased to provide our services to the university. Along with collection and redistribution of surplus property, we offer a supply of chairs, desk-top podiums, and portable chalkboards for classroom use.

Based on State of Texas Government Code Chapter 2175, we must adhere to specific receiving procedures. Our goal is to ensure that all surplus property transferred will not pose any health or safety risks to anyone. Below are our receiving procedures, with specific instructions for certain items. Please contact us if you have any questions. You may also receive assistance by contacting the Facilities Service Center at 512-471-2020.

Obtaining Surplus Property

Interested in obtaining surplus property for your office or classroom? We can help. Contact us to find out what is available and how we can accommodate your requests. Surplus Property provides free delivery for institutional furniture to university classrooms. Other spaces and items include a delivery fee. Please allow 4-6 weeks for this no-cost service.  If you would like to receive the items earlier, you may elect to pay for expedited delivery service. You can request this service online through WORQS or contact the Facilities Services Center at 512-471-2020 for assistance in arranging this service.

Surplus Property Pick-up and Receiving

Pick-up Services

Surplus Property provides free pick-up services to university organization spaces. Please allow 4-6 weeks for this no-cost service.  If you would like to have your items picked up earlier, you may elect to pay for expedited service. You can request this service online through WORQS or contact the Facilities Services Center at 512-471-2020 for assistance in arranging this service.

Receiving Procedures

We are pleased to receive your surplus items during our warehouse shipping and receiving hours of 7:30-11:30am and 1:00-4:00pm, Monday-Friday. We are closed on weekends and periodically for auctions and inventory.

  • Items without inventory numbers: For surplus items that don't have an inventory number (most furniture, office supplies, keyboards, and cables), contact us via fax at 512-471-8499, email or call us at 512-471-7889

You can also contact the Facilities Service Center at 512-471-2020 for assistance.

  • Items with inventory numbers: For surplus items that have been tagged with an inventory number, send a request online through the CCART system (Capitalized and Controlled Asset Removal and Transfer). (UT EID required).
  • When creating a CCART for items going to Surplus, please provide an exact location of the items and a contact person to arrange pick-up in the "Comments" or "Notes" section of the document.
  • Certain items require specific preparation before we can receive them at Surplus Property, due to health and safety requirements we must follow. These items are listed below. Click the desired links below to learn what is required, in advance, to avoid a delay in the transfer of your item(s).

File Cabinets

Prior to sending a file cabinet to Surplus Property, ensure the cabinet is free of any documents, due to security procedures required by the university. See Receiving Procedures to complete your transfer of this type of item.

Carts and Vehicles

All carts and vehicles must be sent directly to University Fleet Operations, which is equipped to prepare your cart or vehicle for proper transfer, following State of Texas guidelines.

Computers

  • You must erase the hard drive on your computer before sending to Surplus Property and note this under "Special Handling Required" in the CCART online system. (See Receiving Procedures for complete instructions.)
  • Media destruction services, including erasing hard drives, is offered free of charge on campus. In addition to protecting sensitive data, this service results in a completely recyclable series of byproducts. Contact the Media Destruction Service.

You can also contact the Facilities Service Center at 512-471-2020 for assistance.

Lab Equipment

Sending lab equipment to Surplus Property may require clearance by UT Environmental Health and Safety (EHS) before the equipment can be authorized for acceptance by Surplus Property, in accordance with health and safety guidelines we are required to follow. (See “Clearance” information below.)

  • All vacuum pumps must be drained of oil before pick-up.

Certain lab equipment must receive clearance from EHS before pick-up. Examples include refrigerators, fume hoods, lab ovens, and x-ray equipment.

Obtaining Clearance: Fill out the Laboratory Equipment Decontamination Form (PDF). For further assistance, contact the laboratory safety manager with Environmental Health and Safety (EHS) at 512-471-3511. EHS will charge your organization for the cost of this service.

* The clearance should include an authorized EHS signature, and the document must be attached to the item(s) being transferred to us.

See Receiving Procedures to complete your transfer of this type of item, and note the "Special Handling Required" in the CCART online system.

Refrigerated Equipment

Surplus Property is not authorized to pick up or receive refrigerated units (refrigerators, freezers, air conditioners, etc.) until the Freon and oil have been completely removed, in accordance with the health and safety guidelines we are required to follow.

To have Freon and oil removed from refrigerated equipment, submit a service request form online through WORQS or submit a completed Service Request Form SR10 (PDF). The cost for this service will be charged to your organization. For assistance with your request, contact the Facilities Services Center at 512-471-2020.

See Receiving Procedures to complete your transfer of this type of item, and note the "Special Handling Required" in the CCART online system.

Ovens

Before we are authorized to receive or pick up an oven, two procedures must be completed, in accordance with the health and safety guidelines we are required to follow. You must:

  • Obtain clearance from EHS for the oven (see below for instructions).
  • Have the oven checked for asbestos, and if present, the asbestos must be abated.

Obtaining Clearance: Fill out the Laboratory Equipment Decontamination Form (PDF). For further assistance, contact the laboratory safety manager with Environmental Health and Safety (EHS) at 512-471-3511. The cost for this service will be charged to your organization.

* The clearance should include an authorized EHS signature, and the document must be attached to the item being transferred to us.

Asbestos Check/Abatement: To have your oven checked for asbestos and, if necessary, abated, submit a service request form online through WORQS or submit a completed Service Request Form SR10 (PDF). The cost for this service will be charged to your organization. There is a separate charge for abatement, if needed. For assistance with your request, contact the Facilities Services Center at 512-471-2020.

Once the EHS clearance and asbestos check have been completed, see Receiving Procedures to complete your transfer of this type of item and note the "Special Handling Required" in the CCART online system.

Sustainable Practices

Surplus Property promotes a sustainable campus and community through good stewardship—one of our core values—and by supporting the university's conservation goals. Below are some of the ways we contribute to these important efforts:

  • Repurposing property frees valuable space on campus and eliminates depreciation of unused items.
  • Providing an alternative to using university funds to purchase or replace useful items helps university organizations reduce their overhead costs.
  • Collecting university organizations' used pallets supports Surplus Property functions and avoids the purchase of new pallets.
  • Reducing solid waste through recycling on campus and improving landfill diversion allows us to support the university's conservation goals.

Surplus Property Retail Store

Facilities Services is working toward launching a Surplus Property Retail Store!

The Surplus Store will operate using a sustainable model focused on recovering, repurposing, renewing and reselling university assets. Currently, all surplus items are sold in large lots at public auction three or four times per year. The new Surplus Store will be another way you can own a piece of UT legally and at a reasonable price!

Items you can find at the Surplus Store:

  • Refurbished computers
  • Used university vehicles
  • Fixtures
  • Appliances
  • Furniture
  • Scientific Equipment
  • Office Supplies
  • And more!

Additionally, the store may offer student employment opportunities in the future.

More details will be posted on this site as the grand opening date approaches.

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