Surplus Stores

The online Surplus Disposal Request (SDR) will replace the Surplus Property Report (20.76.11). The Surplus Property Report will no longer be used. The new online SDR will be your record of disposal. To have Surplus Stores pick up your items or if you would like to drop your items off at Surplus Stores, you must complete the online SDR.

*PLEASE READ INSTRUCTIONS BELOW PRIOR TO FILLING YOUR ONLINE SURPLUS DISPOSAL REQUEST*

To submit a Surplus Disposal Request (SDR) go to myFacilities, log on using your AD account, click on “Work Requests”, then select “Request pick-up or drop-off of Surplus items”.

- SDR Instruction
- Signatures and Reconciling
- Pickup Scheduling
- Tips for the online form
- Refrigerator Disposal
- Hard Drive Destruction
- Items not accepted by Surplus

Laptops:  If you're sending laptops to surplus and they do not have a WSU inventory number please contact Property Inventory prior to submitting them on the SDR. If your laptop has a WSU Inventory number but is not found when the number is entered, please contact Property Inventory prior to submitting on the SDR. Surplus stores staff will only pickup laptops that are listed on the SDR as University Inventory or with prior approval from Property Inventory.

SDR Instructions

Step 1

To Have Surplus Pick up your items

Select your facility:

1. The easiest way to select your facility is to click your cursor into the facility box and begin typing the name of the building where your items are located. It will begin filtering and you can simply choose your building.

2. Then move on to the room number where your items are located or select “Other

To Drop off your items at Surplus

1. If you wish to drop off your items at Surplus Stores, click your cursor into the facility box and type “Surplus Stores Bldg”. Next, skip the room number and check the box “Other”. Then you should type “your departments name Drop Off”. Example: Housing and Dining Drop Off. Or WSU Tri-Cities Drop Off.

To Send your items to State Surplus

1. If your location requires you to use State Surplus in Tumwater, click your cursor into the facility box and type “Surplus Stores Bldg”. Next, skip the room number and check the box “Other”. Then you should type “your extension name State Surplus”. Example: Vancouver State Surplus. Or Mt. Vernon State Surplus. Surplus Stores will use your submitted list to notify State Surplus, so please be accurate with your list of surplus items. Make sure you have your SDR printed and ready for signature when State Surplus shows up.

To Trade in a Piece of Equipment

1. If you wish to trade in equipment on a new purchase, click your cursor into the facility box and type “Surplus Stores Bldg”. Next, skip the room number and check the box “Other”. Then you should type “your departments name Trade In”. Example: Housing and Dining Trade In. Or Athletics Trade In.

Step 2

Describe your items, Note: This online system does not save your work. See Tips for more info.

1. Use the drop downs “Category” and “Sub Category” that best describes your item.

2. Once you have selected both categories put in the WSU Inventory number or the Departmental Inventory number.

3. If the system does not find your inventory number follow the onscreen prompt

4. If your item does not have an inventory number, just type the quantity.

5. In the “Official Description” box, type your item description.

6. Click  the “Add” button.

7. Continue  this step for each one of your items.  

8. If you only have one item scroll down the page for Step 3.

Step 3

Once you are done entering your surplus items, you can use the comments box for any additional information. If you are dropping off surplus at our location, please indicate that along with what day and approximate time you will be coming so we can have someone available to assist you.

Step 4

If you are not your area equipment coordinator you will need to choose your equipment coordinators name from the drop down list. All SDR’s whether they contain inventoried items or not will require your equipment coordinators approval. This is done to insure items are not sent to surplus that may have an intended use somewhere else in your department.

Submitting the SDR if you ARE NOT the area equipment coordinator

1. Now you can click the “Submit” button.

2. By selecting your equipment coordinators name it will send them an email to approve your SDR.

3. Be sure to tell your area equipment coordinator that when they log into myFacilities to approve the SDR, they must print the form that pops ups after the approval. This record will need to be present at the time of pick up or drop off for reconciling and signatures. The printed form is also your department’s disposal record and will need to be filed according to the WSU Retention Schedule.

Submitting the SDR if you ARE the area equipment coordinator

1. When you click the “Submit” button, a window will pop up asking you to print the SDR.

2. You must print this record as it will need to be present at the time of pick up or drop off for reconciling and signatures. The printed form is also your department’s disposal record and will need to be filed according to the WSU Retention Schedule.

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Signatures and Reconciling

A staff member from your department must be present at the time of pick up when reconciling Surplus Disposal Requests. Only SDR’s with WSU Inventory and Departmental Inventory items will require signatures. SDR’s with only Non-Inventory items do not require signatures. Regardless of Inventory type the department must have their copy of the SDR present at the time of pickup.

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Pickup Scheduling

Surplus Stores completes pick up’s on a “first come first serve” basis. Surplus pick up’s are typically completed approximately 3 days after you submit your online request.

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Tips for the online form

1. Check Inventory Status: Prior to filling out the online form it is a good idea to check the status of your Inventory numbers. Are the stickers on WSU Property Inventory or Departmental Inventory? Knowing this prior to the start of the SDR will be very important as the online system will ask you these questions as you input inventory numbers.
2. Online Form Does Not Save Work: At this time users will not have the ability to save their work and come back and edit at a later time. Please plan accordingly when starting your surplus entries. If you get started and need to quit for some reason go ahead and submit the request. We do not mind having multiple SDR’s for one pickup.
3. Multiple Quantities of Non-Inventory Items: If your items do not have inventory numbers you can put multiple quantities of each like group of items on one line. Example, if you have 15 chairs with no numbers, you would select from the Category and Sub Category drop downs, “Furniture” then “Chairs” and put 15 in the quantity box. Then type in the Official Description. You can do the same with keyboards, mice, desks, etc. that do not have numbers.
4. Non-Inventory Items: Please try to be as accurate as possible when generating your list of surplus items. A more detailed list is very helpful for us to plan for equipment and personnel needs.
5. Questions:  If you have any further questions about this process, please feel free to contact Surplus Stores at 335-4630.

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Refrigerator Disposal

Non-working refrigerator disposal fee is $35.00. After you have submitted your SDR, Please attach an IRI to the item or fax to 335-6641. You should note that you have done so in the comments box of the SDR.

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Computer Hard Drive Destruction

There is no fee to have Surplus Stores wipe or destroy your hard drives. Just leave your drives in the machines when you send to surplus and we will take care of them for you. Surplus will do a 3 pass binary overwrite on the drives that we plan to reuse. Hard drives that will not be reused will be crushed and destroyed. Please do not attempt to destroy the drives yourself as there are e-scrap laws that we must follow and the drives contain valuable recyclable material that we do not want to waste.

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Items not accepted by Surplus

1. Hazardous Chemicals or Waste
2. Sharps  such as used needles, used surgical knives.
3. Friable Asbestos
4. Batteries
5. Jars or containers that contain liquids and powders
6. Barrels that contain oil or hazardous residues
7. Glass Thermometers that contain Mercury

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