NEW ONLINE SURPLUS REQUEST FORM! UW Surplus is pleased to announce that beginning on April 29 a new, more user-friendly online surplus request form will be instituted on our website. This web-based form resolves a number of pain points from the old form that clients have brought to our attention. Features of the new form:
• You will not lose entered information if you must step away/ complete your list at a later time.
• The new form will allow you to edit your lists.
• Required fields are noted in red.
• An expanded “Comments” field allows you to make specific requests and/ or notations.
• A specific pick-up date request calendar is provided.
• You may view the status of your request.
• You may view previously submitted requests.
Each department needing to surplus material must complete the Online Surplus Request Form. Upon completion and submission of the form, you will receive an email with the surplus number assigned to your request and further instructions to expedite removal. Attention Mac Users: The online request form works only with a Mozilla 1.4 or higher browser and Safari OSX. The form does not work if you are using IE for the Mac.
You may also deliver items to the Surplus Warehouse following the confirmation that your request has been processed.
Large items such as desks, tables, chairs, file cabinets, computers and monitors should be listed as such and allotted one item per number within your request (e.g.  Computer,  Computer) unless you have multiples of the same model/ type, in which case you may enter a single line item as “Computer, Dell (qty 5),” etc. Smaller items such as office supplies, mice, keyboards and power cables may be submitted under one number if items are boxed together.
Ensuring a Quickly-Processed Request
- Be clear about what each line item is. Requests containing vaguely submitted items (e.g. “Box of stuff”, “Furniture,” “HP1394576TN”) will not be processed until clarification of items can be made.
- Best policy for listing line items is this: first write the TYPE of item in question (Computer, Printer, Scanner, File Cabinet, Server, etc.), followed by any brand-specific or detail information you want to add.
- Best-practice line item examples include: “Computer, Dell Dimension,” “Printer, HP Laserjet,” “File Cabinet, metal, 3-drawer,” “Bucket, red metal, leaks,” “Box Misc Office Supplies,” etc.
- If you are uncertain how to list any item or items, please give our office a call. Submitting a surplus list that has many items listed in ways other than our best-practice examples causes delays as we must then re-enter line items to correctly reflect the way in which our system reads inventory.
For surplus requests requiring pick up, budgets will be charged the current moving rate. Please contact Moving for the current rate.
Requests to add items to already-scheduled pick-ups are strongly discouraged as doing so may negatively impact other scheduled jobs the crew has for that day. Contact Moving Services directly for emergency situations. Best practice is to submit a new request for any additional items, and we will do our best to combine with recently submitted jobs.
File cabinets, desks, and any other items with drawers or cupboards must be unlocked and emptied before being picked up or accepted by Moving & Surplus. If an item remains locked and the department still requires pickup, the department will be charged for drilling open the lock and the disposal of contents.
Items Needing Decontamination/Items Not Accepted by Surplus
Any laboratory equipment contaminated or potentially contaminated with biological material, chemicals, or radio-isotopes must be decontaminated prior to delivery to Surplus Property. In addition, a Notice of Laboratory Equipment Decontamination Form must be completed and affixed to the item. Please review the list of items requiring decontamination form.
The following items must be reviewed and approved for surplussing by EH&S (206-616-5835) prior to moving:
- Chemical Products (commercial use) i.e. paint, cleaners, floor wax, etc.
The following items CANNOT be accepted by Surplus Property:
Please contact the listed UW office for information about disposing of these items.
- Needles & Syringes (unused): EH&S Biosafety, 206-221-7770
- Materials containing Asbestos, including but not limited to: autoclaves, laboratory ovens, older furnaces, fire-proof file cabinets, anything that produces high heat: Asbestos Office, 206-685-3357
- All chemicals (except those listed above): EH&S Chemical Waste, 206-616-5835
- Capacitors & Transformers (note: some equipment may contain transformers, such as x-ray equipment and electron microscopes; these transformers may be accepted but must be drained of oil and the oil must have been tested and certified by EH&S as being non-PCB): EH&S Chemical Waste, 206-616-5835
- Gas Cylinders, Pressurized Containers / Vessels: EH&S Chemical Waste, 206-616-5835
- Instruments Containing Mercury (temperature or pressure measurement devices, coulter counters): EH&S Chemical Waste, 206-616-5835
- Any equipment containing a radioactive source must be checked by EH&S Radiation Safety Division prior to public sale. Please contact Phil Campbell in the Radiation Safety Office at email@example.com or 206-543-4929. These items include:
- Gas chromatographs
- Germicidal UV lamps
- X-ray equipment
- Any item with a radioactive sticker
Computer Disposal Policy
Surplus Property will be responsible for appropriately purging all data from computers and electronic devices that store data prior to the device leaving the University.
Surplus Property will purge data from University computers using one of the following two methods:
- Utilize a certified data erasure software per the U.S. government standard developed by the National Institute of Standards and Technology (NIST 800-88).
- Physically destroy the drive so it cannot be rebuilt
UW departments must also practice due diligence by reviewing the types of information stored on an electronic device prior to surplussing and delete any files which contain confidential information that should not be viewed by or be accessible to even other internal University of Washington staff.
UW departments can request that Surplus ONLY use the physical destruction method to purge data on some/all computers being surplussed. To make this request, notate the instruction in the comments box on the online Surplus request form. Also, affix a label to the unit(s) with this instruction prior to pick up by or delivery to Surplus.
If UW departments want to physically destroy their own hard drives, Surplus will make its hard drive destruction machine available for use by appointment. To schedule an appointment, please contact Surplus as firstname.lastname@example.org or at 206-685-1573.
UW Employee Phone/ Device Purchases
If you are a current UW employee who will be purchasing a decommissioned cell phone or hand-held device with the approval of your department, please submit the Online Surplus Request Form and select the option indicating that you will deliver the item to Surplus (even though the item will not technically come to us). List the item as “iPhone/ Android Phone (etc.) for Employee Purchase.” In the “Additional Comments” section, we need to know the original purchase date & original purchase price. The department head who has approved your allowance eligibility should also be the approver on the surplus request form in the “Approver ID” field. We will then add the item to Surplus Store inventory and contact you directly with complete purchasing instructions. PLEASE NOTE: The UW Surplus office does not have any involvement with your phone plan, phone number, or service. This program does not allow employees to surplus & purchase a phone that was issued to another employee.
Ability and approval to purchase a decommissioned UW phone or device with departmental approval is allowed only if the item falls under the UW Mobile Device Program guidelines. These guidelines also address questions about keeping your same phone number, etc.
If a UW employee wants to buy a UW-purchased cell phone because his or her department is upgrading their current phone—i.e. they have an iPhone 4 and it’s being replaced with an iPhone 5 and they want to purchase their old iPhone 4 for personal use—this is not allowable.