Surplus of Equipment and Other Departmental Items
All equipment and supplies purchased with University funds is the property of East Carolina University and the State of NC (regardless of funding source) until the appropriate approvals and disposition processes are followed. Under no circumstances should State property be simply thrown away, given away, traded in, or taken home. Fixed Assets and the Surplus Property Department are responsible for the disposition or transfer of all surplus property in accordance with State policies and procedures. Departments that have excess property or items that are no longer of use must surplus those items. Items can only be surplused via the ECU Property Equipment Tracking System (PETS). The following steps should be followed:
Step 1: Ensure that you or the appropriate person in your department has access to PETS (Property Equipment Tracking System). The registration process and access information is available on the PETS Home Page at http://www.ecu.edu/cs-admin/purchasing/surplus/PETS.cfm.
Step 2: Enter a Surplus Pickup Request in PETS. Complete step-by-step procedures for entering a Surplus Pickup Request are available on the PETS Home Page under PETS Training Procedures at http://www.ecu.edu/cs-admin/purchasing/surplus/PETS.cfm.
2.1: Computer CPU’s, Laptops, and Servers should be entered on a separate Surplus Pickup Request from other department items and equipment due to sanitation requirements. Monitors, printers, keyboards, and mice do not require sanitizing and should be entered on the same Surplus Pickup Request with routine surplus items.
2.2: If the item(s) being surplused has a Fixed Assets’ tag number, this number must be entered in the Asset # field on the Surplus Pickup Request in PETS. The full 9-digit number must be entered (6-digit ECU tag # plus three zeros ‘000’ at the end). If the correct Fixed Assets’ tag number is entered, information from the Fixed Assets’ system such as serial number and model number will automatically populate on the Surplus Pickup Request.
2.3: Each item needs to be listed individually with a complete description. Items cannot be entered in “lots”. For example, if you have 5 chairs to surplus, each chair must be listed including the condition and description. If any items are damaged or are in non-working order, please denote this in the description field. A miscellaneous box of small items is acceptable; however, a quantity and description of the miscellaneous items must be entered in the description field (i.e. 2 staplers, 3 wood desk trays, 2 keyboards). The only exception is a box of cords. A description of each cord is not necessary; just enter one box of miscellaneous cords.
The Surplus Pickup Request must be approved at the department level by the PETS administrator or user that has been granted approval authority. Upon authorization, the user or administrator is verifying that all conditions as listed in the PETS system have been met. Once the Surplus Pickup Request is completed and approved, it is submitted electronically to the Surplus Property Office. The Surplus Office will review and schedule pickup for each request. Temporary pickup tags and a pickup schedule/manifest are printed by Surplus and delivered to the department by Central Stores’ personnel. A copy of the pickup schedule is printed and emailed to Moving Services.
Each Surplus Pickup Request is assigned a Disposal Request # (i.e. DR# 10274) by the PETS system. This number will be needed to complete the Moving Services request in step 4 below.
Step 3: Once temporary pickup tags and the pickup manifest are received, the department is responsible for placing the appropriate temporary tag on the appropriate item described on the tag and the pickup manifest. These labels are white, peel and stick labels with readable bar codes. The labels must be placed in a visible area on the item such as the top of the desk, arm of the chair, etc.
The manifest will show an assigned Pickup Schedule # (i.e. Pickup Schedule #182).
Step 4: Once all items are tagged, enter a Work Order Request to have Moving Services pick up items going to Surplus via the Facilities Services’ WEB Asset/Work Management System. When completing the Work Order Request, it is NOT necessary to list all items from the pickup manifest on the work order; however, you are required to enter the DR# on the first line of the description of the work order so that Moving Services will be able to match your request with the appropriate manifest. Instructions for completing the Moving Services’ request are available on the WEB Asset/Work Management System under the link titled Surplus Removal System/PETS and may be accessed by clicking https://wwwapps.ecu.edu/msworkrq_dotnet/PETS/surplusprocedure.htm and entering your ECU login information.
A separate Work Order Request is required by Moving Services for each Disposal Request # (you cannot put multiple DR #’s on the same Work Order).
Moving Services has requested a two week lead time in picking up your items. Special needs should be referred directly to James Sutton at 328-6080 or email@example.com.
Step 5: With the appropriate Work Order and copy of the pickup manifest in hand, Moving Services will verify the items for pickup, verify and note the quantity, and will ask a department representative to sign off in the “Authorized by” section of the pickup manifest, which denotes the department’s approval of the items going to Surplus. Moving Services’ personnel will also sign the pickup manifest denoting they are receiving/moving the property.
NOTE: The department is responsible for the safety and security of all University equipment and supplies until Moving Services has taken possession. We do not recommend you sit items in the hallway or other unsecured areas where items may easily be removed by Faculty, Staff, Students, or visitors.
5.1: Moving Services can ONLY pickup items that have been tagged with the temporary tags and included on the pickup manifest. Items not tagged CANNOT be picked up. If you have additional items that need to go to Surplus, a new Surplus Pickup Request must be entered.
Step 6: Moving Services will deliver the items to Surplus Property. Surplus Property will accept delivery by signing the pickup manifest, will scan the bar codes, and will update inventory. When items are received by Surplus Property that reference an ECU Tag #, departmental Fixed Assets’ inventory records will be updated accordingly.
6.1: Departments can view the history of items that have been surplused via the PETS system. This history may be printed at a later date should it be needed to update Fixed Asset or internal department records.
REMEMBER: Property is not considered surplus until it’s received by the Surplus Property Department. In addition, property can only be surplused via the PETS system following the steps listed above. Example: If your department purchases new computers for several staff members and an older computer is given to another staff member within the department, the computer would not be considered surplus. Ownership of the computer is still the responsibility of this department and should be tracked as such. If we are unable to confirm receipt of your equipment it will not be removed from your inventory and your department will be contacted.
Equipment (not moved within ECU or transferred to another government agency) is placed on a list and bid through State Surplus Property in Raleigh. Individuals may bid on these items. For information regarding the bid process, go to http://www.doa.state.nc.us/ssp/index.htm. Item(s) not sold via the bid process with State Surplus Property may be sold in the ECU Surplus Retail Store or are dispositioned in accordance with the guidelines set forth by State Surplus Property.
Obtaining Surplus Property for Campus Use
University departments are offered the use of equipment which has been turned into the Surplus Property Warehouse. There is no charge for this equipment. Departments should contact the ECU Surplus Property Department at 328-9941 and arrange a time to inspect surplus items for possible use by a department. The Surplus Property Department does not pick out or put property on hold for departments. If the equipment was tagged with an ECU tag number previously, this equipment will be re-assigned back on campus to your department inventory for future tracking. It is not recommended that departmental personnel use their personal vehicle to pick-up property that is taken back on campus for departmental use. We recommend you utilize Moving Services for transporting University property whenever possible.
Departments interested in surplus property items should visit the warehouse and inspect the material to ensure suitability. Since the material is on a “first-come first–served basis”, the item selected will be tagged for the department and held for 10 business days. The department is responsible for submitting a Moving Services work order request for the item(s) to be delivered to their department. The department is responsible for contacting the Surplus Property Office to extend the 10 day deadline.