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Surplus Property Transfer

About Surplus Property Transfer

Surplus Property is pleased to provide our services to the university. Certain procedures must be followed to ensure the proper transfer of surplus property from UT departments to Surplus Property. Previously, there was a different process for tagged/inventoried items (e.g., computers, lab equipment and other assets) than for untagged items (e.g., furniture, whiteboards, office supplies, etc.). However, as of March 1, 2017, similar procedures must be followed for both tagged/inventoried and untagged/non-inventoried items. Please read the information below to determine the proper transfer procedures for the items you would like to send to Surplus Property.

From the UT Austin Handbook of Business Procedures:

“Extraordinary care must be taken when discarding The University of Texas at Austin equipment that is no longer needed. If unnecessary equipment cannot be sold, traded in, or transferred to any other entity, it must still be sent to Surplus Property to be considered for cannibalization or scrap metal sale. Worn, obsolete, unserviceable, and otherwise useless equipment must not be disposed of by any other procedure. If it is not practical or economically feasible to transfer unserviceable or obsolete property to Surplus Property, departments must not arbitrarily discard such 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 8-10 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

From UT Departments to Surplus Property

To submit a service request for the pick-up of surplus items from campus (both tagged/inventoried and untagged/non-inventoried), the requestor must contact the Facilities Service Center in one of the following ways:

CCART Submissions

The submission of a CCART transfer document to Surplus Property from a unit must be accompanied by the submission of a Surplus Property Pick-up Request Form. If you have questions, please call the Facilities Service Center at 512-471-2020.

Prior to filling out the Surplus Property Pick-up Request Form, departments will need to take the following actions and/or compile the following information:

  • Requestor's contact information: UT EID, email, phone number (cell preferred).
  • Inventory items: Complete a CCART for transferring any and all inventoried items.
    • A list of all relevant CCART document ID numbers will be needed for the form.
    • In the comments section of each CCART, please specify current physical location of the item(s) (building, floor, room) as well as the contact information for all persons assisting in the pick-up of the item(s) (name, phone number, email).
  • Erase/remove hard drives: This process is required for all computers, servers and other memory-processing units being disposed of by UT departments. For more information visit the UT ITS Hard Drive Destruction page.
  • Refrigerators:
    • Must be emptied and defrosted; otherwise they will not be moved.
    • Need to have the Freon and oil removed. Call the Facilities Service Center at 512-471-2020 to schedule Freon/oil removal and for more information.
  • Lab equipment: The following forms must be attached to the lab equipment:
  • Furniture: Please empty all bookcases, credenzas, desks and filing cabinets prior to scheduling Surplus Property pick-up. Surplus Property does not disassemble modular furniture (including L-shaped desks, cubicle units, etc.). A third-party furniture company may need to be called to disassemble modular furniture. If you have questions, please call the Facilities Service Center at 512-471-2020.
  • Specify the number of items to be picked up: Be as accurate as possible when describing item quantities as it allows for accurate scheduling of your pick-up and prevents the need for rescheduling. An itemized list of all items being picked up is required.
  • Photos: Providing photos in advance is very helpful for the pick-up of larger items.

Tagged/Inventoried Items

For pick-up of all tagged/inventoried items, please fill out and submit a Surplus Property Pick-up Request Form after submitting the proper CCART transfer documents (see below). At the time of request, you will be required to provide the information listed above under the "From Department to Surplus Property" section.

All tagged/inventoried items must be transferred to Surplus Property via UT's Capitalized and Controlled Asset Removal and Transfer System (CCART). To read more about the CCART transfer process, click here.

Within the comments section of each CCART sent to Surplus Property, departments are permitted to include the following information:

  • Current physical location of the item(s) (i.e., building abbreviation, floor and room number).
  • Name and cell phone number of all persons assisting with pick-up of the item at its physical location.
  • Under the following circumstances, justifications indicating why the item is being disposed of:
    • The depreciated value of the equipment is $10,000 or greater.
    • The historical value of the equipment is $75,000 or greater.
  • An itemized list of non-inventoried items to be picked up from the same location as the inventoried/tagged item(s).
  • Contact information (name, email and phone number) if the item(s) will be delivered by the sending department directly to Surplus Property (meaning pick-up will not be required by the Surplus Property crew).

The delivery of items from campus to the Surplus Property warehouse must be pre-scheduled with our warehouse supervisor. To schedule your delivery, please email or call 512-471-7889.

From the UT Austin Handbook of Business Procedures:

"When equipment is transferred from one university department to another, including Surplus Property, the department must create a CCART/NT1 electronic document to process the transaction.

CCART/NT1 is a Web-based system designed to expedite the equipment transfer processing using electronic documents created by the department owning the equipment. CCART/NT1 documents are processed through the department's electronic routing and final approved by the department receiving the equipment. The transferring department remains accountable for the equipment until the NT1 electronic transfer document has been final approved by both the transferring and receiving departments.

Under the following circumstances, the CCART/NT1 electronic document is routed for approval to the property manager prior to transfer to Surplus and required written justification in the Comments section of the CCART document indicating why the item is being disposed of:

The depreciated value of the equipment is $10,000 or greater.

The historical value of the equipment is $75,000 or greater.

Due to limitations within the CCART System, untagged items cannot be included with a normal transfer to a unit, e.g., to Surplus Property. When a department wants to send untagged items to another unit, it must do one of the following:

  • Include the items in the comments section of the CCART.
  • Email the unit with the pertinent information if there is no other outstanding CCART for the items to be attached to."

Untagged/non-inventoried items

For the pick-up of all untagged/non-inventoried items, please fill out and submit a Surplus Property Pick-up Request Form. At the time of request, you will need to be able to provide the following information:

  • Furniture: Please empty all bookcases, credenzas, desks and filing cabinets prior to scheduling Surplus Property pick-up. Surplus Property does not disassemble modular furniture (including L-shaped desks, cubicle units, etc.). A third-party furniture company may need to be called to disassemble modular furniture. If you have questions, please call the Facilities Service Center at 512-471-2020.
  • Specify the number of items to be picked up: Be as accurate as possible when describing item quantities as it allows for accurate scheduling of your pick-up and prevents the need for rescheduling. An itemized list of all items being picked up is required.
  • Photos: Providing photos in advance is very helpful for the pick-up of larger items.

From Surplus Property to UT Departments

All UT personnel (faculty, staff and students) are invited to visit the Surplus Property warehouse (Building 45) on Fridays from 8:00 a.m.-12:00 p.m. and 1:00-4:00 p.m. Every item at the Surplus Property warehouse is available for use by UT personnel FREE OF COST. No appointment is necessary for visits by faculty or staff. Students wishing to visit the warehouse must be accompanied by a faculty or staff member and are only permitted to use items for needs relevant to the university (e.g., class projects, research, etc.).

Warehouse procedures

Upon arrival at the warehouse, you will find several clip boards, tape and permanent markers to the right of the entrance. You will use these items as you walk around the warehouse, tagging the various items you want. Please include the following details on your tag:

  • Full name
  • Department
  • NEW Location (building, floor and room)

Items tagged pending departmental pick-up/delivery request will only be reserved for ONE WEEK (until the following Thursday afternoon), at which time all tags from the previous week will be removed. If your department is unable to obtain access to a UT vehicle and no longer wants the items, or if you decide to have the Surplus Property crew complete the transfer for you, please notify us at surplus@austin.utexas.edu within that one-week time frame.

Pick-up in UT Vehicles

All items leaving the Surplus Property warehouse MUST be transported to their new location/department in a marked UT vehicle.

Delivery

After your visit, if you have decided you would like to have your items delivered, you are required to email us a scanned copy of the itemized list of the items you chose from our warehouse, as well as a completed SR-10 form (PDF). This form will provide us with the billing and contact information for your department.

From Surplus Property to Qualified Agencies

Visitors from qualified outside agencies are welcome to visit UT's Surplus Property from 8:00 a.m.-12:00 p.m. and 1:00-4:00 p.m. at Building 45. All outside agencies must email us at surplus@austin.utexas.edu prior to visitation to determine qualification requirements have been met.

Qualified outside agencies include, but are not limited to, any school within a Texas independent school district, assistance organizations benefiting education within the community, as well as non-profits of a similar nature.

From Regents Rule 80201: Disposal of U.T. System Property:

"If the chief business officer determines that the equipment is not needed for any department, that it is not practical to store the equipment for possible future use, and that the equipment can be used for instructional purposes, it shall be made available to a public school, school district, or an assistance organization designated by the school district at a price or for other consideration agreeable to the U.T. System and the public school, school district, or the assistance organization in accordance with TEXAS GOVERNMENT CODE Section 2175.304(b) before disposing of the property in another manner. Preference must be given to a public school or school district or to an assistance organization designated by the school district before disposing of the property in another manner."

From the UT Austin Handbook of Business Procedures:

"Donations of university assets are only to be undertaken by the Surplus Property department unless permission is granted by Inventory Services for a specific case."

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 Reuse Store

Facilities Services has established a Surplus Reuse Store! Check out our Facebook page!

The Surplus Reuse Store operates 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 available for future Surplus Reuse Store events available on the Surplus Property Facebook page. Follow us!

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