Guidelines for Surplus and Disposal

Guidelines for Surplus and Disposal

ECU Surplus Property Office is responsible for tracking and disposing of state property in accordance with State policies and procedures. 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. The following guidelines apply:

Items that are no longer needed by a department are required to be surplussed via ECU Surplus Property procedures.
Under no circumstances can State property be simply thrown away, given away, or taken home.
These protocols are in effect regardless of the cost of the item or equipment.

Procedures for Surplusing University Property

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 suttonj@ecu.edu.

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.

As stated above, departments should note any defects or damage to equipment via the description field in PETS. Information in the description field will print on the temporary tag and will therefore be visible to Surplus staff.

Biohazard/Contaminated Property

Before lab or clinical items can be surplused, Environmental Health and Safety (East Campus) or Prospective Health (West Campus) is required to inspect the items for contaminates and approve removal from the lab or clinic prior to being surplused. An item is considered contaminated if it has come in contact with patients, body fluids or blood, hazardous chemicals, etc. Departments, labs, and clinics are responsible for notifying the appropriate safety department for their particular location. If lab or clinic related surplus items have not been verified or approved by the appropriate safety department, Moving Services cannot accept your items or process your move requests. Moving Services has been instructed to NOT pick up these items unless they are identified and cleared by EH & S or Prospective Health.

Procedure for Surplusing Computer CPU's, Laptops, Servers, or Hard Drives

All computer CPU’s, laptops, servers, and hard drives must be sanitized to protect sensitive information. The ITCS Department is responsible for the sanitation of these items. Visit http://www.ecu.edu/itcs/policies/diskclean.cfmfor a copy of the policy. It is the responsibility of ECU Surplus Property to ensure that no computers are disposed of by means of sealed bid, retail sales, or transferred to other organizations without a sticker confirming the computer has been sanitized by the ITCS department.

The Surplus Property Office in conjunction with ITCS has developed a process to ensure these items are dispositioned appropriately. When departments decide to surplus a computer CPU, laptop, or server, the following steps should be taken:

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.

The manufacturer, serial number, and model number are required to be listed for all CPU’s, laptops, and servers. If the unit does not have a Fixed Assets’ tag number, this information should be keyed in manually when the Surplus Pickup Request is entered.

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 computers to surplus, each computer must be listed including the condition, description, serial number, and model number. If any items are damaged or are in non-working order, please note this in the description field.

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 CPU, 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 suttonj@ecu.edu .

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 CPU’s, laptops, and servers to the ITCS sanitizing area, which is located at the Surplus Property facility. Surplus Property will accept delivery by signing the pickup manifest, but the items will not be received for surplus until sanitation is complete.

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.

There is no need to notify ITCS prior to completing the surplus of computers if parts or components are missing. Please note this information in the description field of the Surplus Pickup Request in PETS. Please do not set computers and other electronic components in hallways or other areas where others can obtain easily. The computers will be removed from the departmental inventory once the units have arrived at the sanitizing area. Departments are held accountable until this process is complete. Please call 328-9941 if you have questions about the computer surplus process.

Frequently Surplused Items

Filing Cabinets & Desks:

Needs to be empty; do not leave file folders, paper, or supplies in drawers
Needs to be unlocked; tape key to top of cabinet or desk

Surplusing Vehicles

The following steps should be taken to surplus an ECU departmental vehicle:

Notify Automotive Services at 328-6427 and ECU Surplus Property at 328-9941 to start the process for surplusing vehicles
Return all GAS CARD(s) to the Gas Card Manager at the Steam Plant (if applicable)
Return all FIRE EXTINGUISHER(s) to the Steam Plant
Remove any ECU property from vehicle
Bring all LICENSE PLATE(s), KEYS, and any MILEAGE logs to the Fixed Assets Office
Complete the University Vehicle Transaction Form and send it to Risk Management, ECU Campus Operations, 1001 E. Fourth Street. Click here to access the University Vehicle Transaction Form.

PLEASE NOTE: You will be responsible for insurance coverage until tags are removed and Risk Management requirements are satisfied. Contact Risk Management for more information at 328-2010.