Guidelines

Surplus Guidelines

Surplus Property Office

Standard Operating Procedures

  1. General

By definition, Wake Forest University (WFU) property is all material of any value that was obtained through purchase, loan, or donation to WFU. Examples of such material include but are not limited to office and residential hall furniture and furnishings, lab and research equipment, technology equipment, kitchen appliances, tools, and other plant and facility related equipment and supplies.

In regards to materials management, WFU’s priority is to maximize the optimal usefulness of all materials within WFU. When WFU property is no longer needed by the department and cannot be re-used by another department within WFU, property will be sold at auctions or sales, and authorized non-profit organizations and charities will receive items by donation from WFU. The following programs have been put in place to assure the appropriate re-use of WFU’s resources in ways that benefit our local and global communities.

WFU customers cannot authorize the pickup of Surplus items that are owned by another department. By requesting a pickup by the Surplus Property Office, WFU customers authorize that all items are owned by that department. Items become the property of the Surplus Property Office upon pickup.

WFU employees are prohibited from disposing, giving away, donating, or selling university-owned property. Employees and departments can contact Surplus and/or go through the proper channels when there are items that are no longer needed by a department. The following procedures have been established as guidelines for employees to find the proper channels for disposing of, recycling, or re-using WFU property. The Surplus Property Standard Operating Procedure is subject to change and does not comprehensively incorporate all requirements of the university.

Fixed Assets: If you are seeking to surplus a fixed asset item, please complete the [Fixed Asset Update Form] (pdf) and send to Procurement Services.

Equipment purchased with grant funds: If you are seeking to surplus equipment purchased with grant funds which may still be valued over $5000, please contact Financial & Accounting Services to find out how to appropriately surplus your item.

  1. Technology Equipment: The Surplus Property Office partners with the Information Systems (IS) Department to ensure that all university-owned technology equipment is disposed of properly. Because of the need to protect WFU staff and student information on data containing devices and meet federal and state electronic equipment disposal and recycling guidelines, technology equipment that “Houses Data” is to be itemized through WFU’s Information Systems (IS) Department before disposal. University departments may take those items to the Service Desk at ZSR Library as an asset return. For large quantities contact Asset Management to make arrangements to have those items removed. Other items (e.g., Monitors, Keyboards, Faxes, Printers) can be released through Surplus. A pickup request may be submitted to Facilities Customer Service for removal of those items.

NOTE: Only UNIVERSITY-OWNED equipment may be recycled through this program.  Please see the main Surplus Property website for a more extensive list of Technology and Electronics accepted by Surplus and items not accepted by Surplus.

  1. Lab & Studio Equipment, Refrigeration & Cooling Units, and other Potentially Hazardous Materials: The Office of Environmental Health and Safety (EHS) at Wake Forest University will support the Surplus program with environmental and safety risk assessments of surplus items. Items that have a potential or existing risk for safe handling and reuse will be evaluated by EHS and the owner through the EHS Laboratory and Studio Equipment Hazardous Assessment Form (pdf). If hazards are present, the item must be cleared of the hazard before it can be released to Surplus Property. If the equipment is damaged and chemical product is being released, contact the EHS Office immediately for assistance; 336-758-3089.

Items that must be cleared through EHS before they will be accepted as Surplus Property include any items that have come in contact with:

  • Oils
  • Refrigerants
  • Asbestos
  • Mercury
  • Other chemical products that require proper hazardous waste disposal
  • Biohazards
  • Radioactive Materials

Glass equipment from labs and research (beakers, jars, etc.) should be disposed of in the ‘broken glass’ containers provided to WFU labs and research facilities. These will not be accepted by surplus.

NOTE: It is the department’s responsibility to contact Surplus and request a surplus item pickup after items have been cleared, and a copy of the EHS Laboratory and Studio Equipment Hazardous Assessment Form has been signed by EHS personnel. A signed copy of this assessment form must be affixed to the equipment or available to the person(s) moving the item to surplus.

  1. Furniture and Other Items: Wake Forest’s priority is to re-use and re-purpose furniture and other items on campus. If items are not able to be re-purposed on campus, WFU will hold community auctions or sales of surplus items. WFU has also established formal relationships with local not for profit charitable organizations and will donate items to these organizations.

Broken furniture and equipment that is no longer working will be disposed of through the proper recycling and waste channels. It is WFU’s policy to reduce waste from going to the landfill whenever possible, and abide by all federal, local and state laws regarding waste and recycling requirements for all WFU property.

  1. Procedures

Upon determination that material is no longer needed by a Wake Forest department, the following procedures should be followed:

  1. Technology equipment 
  2. University-owned technology equipment must be disposed of properly. Technology equipment that “Houses Data” (or “Data Containing Devices”) is to be itemized through WFU’s Information Systems (IS) Department before disposal.
  3. University departments may take those items to the Service Desk at ZSR Library as an asset return. For large quantities contact Asset Management to make arrangements to have those items removed.
  4. To submit a request to have other technology equipment removed (e.g., Monitors,Keyboards, Faxes, Printers) and repurposed or recycled, please contact Surplus
  1. Lab & Studio Equipment, Refrigeration & Cooling Units, and other Potentially Hazardous Materials
  2. Go to the Surplus Property website.
  3. If contamination of hazardous materials may have occurred, complete a EHS Laboratory and Studio Equipment Hazardous Assessment form to confirm the item is suitable for collection, found on the Surplus Property website. This form can also be found on the EHS website.
  4. Fill out the form completely and contact EHS for instructions on how to have item(s) processed so they are safe for pickup by Surplus. A signature clearance from EHS staff must be given before item(s) are released to Surplus for pickup.
  5. After items have been processed through EHS and a signature has been obtained, schedule a pickup of item(s) by visiting the Surplus Property website.
  6. Specify that surplus equipment needs to be picked up, if the items are working or not, and state that the items have been have been cleared with the Office of Environmental Health and Safety.
  7. Enter your department, customer contact information, list of items for pickup, building, room/office number, and date(s) and times when a representative is available to meet the surplus coordinator for pickup.
  8. The Surplus Coordinator will contact the customer contact to schedule a pickup.
  9. Pickups usually occur within 5 business days from the time the customer enters a request (seasonal fluctuations in availability will occur).

NOTE: Items that need clearance from EHS will not be taken by surplus unless a signed copy of the EHS Laboratory and Studio Equipment Hazardous Assessment Form (pdf) is attached/made available to the Surplus Coordinator. 

  1. Office Equipment, Furniture, Décor, Appliances and Miscellaneous Items in Good Repair that do not require repair or maintenance
  2. Visit the Surplus Property website to schedule a pickup.
  3. Specify that surplus office furniture, etc, needs to be picked up
  4. Enter your department, customer contact information, list of items for pickup, building, room/office number, and date(s) and times when a representative is available to meet the surplus coordinator for pickup.
  5. The Surplus Coordinator will contact you to schedule a pickup.
  6. Pickups usually occur within 5 business days from the time the customer enters a request (seasonal fluctuations in availability will occur).
  7. Broken or Unusable Wood, Plastic, Non-Metal or Glass Office Furniture
  8. Visit the Surplus Property website to schedule a pickup.
  9. Specify that surplus furniture needs to be picked up; and specify that items are broken, need repair, are missing parts, etc.
  10. Enter your department, customer contact information, list of items for pickup, building, room/office number, and date(s) and times when a representative is available to meet the surplus coordinator for pickup.
  11. The Surplus Coordinator will contact the customer contact to schedule a pickup.
  12. Pickups usually occur within 5 business days from the time the customer enters a request (seasonal fluctuations in availability will occur).
  13. The Surplus Coordinator will sort, repair, and recycle or dispose of items accordingly.
  14. End of Life White Goods / Appliances
  15. Any appliance that is no longer in working order or needs any repair or maintenance must be disposed of properly, as they are banned from the landfill
  16. Go to the Surplus Property website.
  17. If the item is safe for pickup in its present condition, schedule a pickup of item(s) to Surplus through the surplus office and skip to step e.
  18. If the item(s) contains materials listed in the EHS guidelines, contact the Office of Environmental Health and Safety (extension 3089) to request that a hazard assessment be conducted. The EHS Laboratory and Studio Equipment Hazardous Assessment form must be completed and contact EHS for instructions on how to have item(s) processed so they are safe for pickup by Surplus. A signature clearance from EHS staff must be given before item(s) are released to Surplus for pickup.
  19. After items have been processed through EHS and a signature has been obtained, go back to the Surplus Property website to schedule a pickup.
  20. Specify that surplus equipment needs to be picked up, if the items are working or not, and state that the items have been cleared by EHS personnel (if applicable).
  21. Enter your department, customer contact information, list of items for pickup, building, room/office number, and date(s) and times when a representative is available to meet the surplus coordinator for pickup.
  22. The Surplus Coordinator will contact you to schedule a pickup.
  23. Pickups usually occur within 5 business days from the time the customer enters a request (seasonal fluctuations in availability will occur).

NOTE: Items that need clearance from EHS will not be taken by surplus unless a signed copy of the EHS Laboratory and Studio Equipment Hazardous Assessment Form (pdf) is attached/made available to the Surplus Coordinator. 

  1. Scrap Metal, Including locked metal filing cabinets for which there is no key available, broken metal furniture and shelving – ONLY WFU OWNED PROPERTY
  2. Visit the Surplus Property website to schedule a pickup.
  3. Specify that the items are scrap or broken metal items
  4. Enter your department, customer contact information, list of items for pickup, building, room/office number, and date(s) and times when a representative is available to meet the surplus coordinator for pickup.
  5. The Surplus Coordinator will contact the customer contact to schedule a pickup.
  6. Pickups usually occur within 5 business days from the time the customer enters a request (seasonal fluctuations in availability will occur).
  7. Equipment purchased with grant funds
  8. If you are seeking to surplus equipment purchased with grant funds which may still be valued over $5000, please contact Financial & Accounting Services to find out how to appropriately surplus your item.
  9. After Surplus approval is granted, follow the instructions listed for the appropriate category of item you are sending to surplus.
  10. Fixed Assets 
  11. If you are seeking to surplus a fixed asset item, please complete the Fixed Asset Update form and send to Procurement Services. Fixed Asset items that have been reviewed by Procurement Services can then be sent to Surplus.
  12. After Surplus approval is granted, follow the instructions listed for the appropriate category of item you are sending to surplus.
  13. Miscellaneous Recyclables (paper products, and large purges of other recyclable items not accepted by the Surplus Program) and Waste pickups (out of the daily routine pickups)
  •  Contact Customer Service to schedule a pickup of these items.

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