Budget & Financial ServicesUniversity of CincinnatiDivision of Administration and FinanceBudget & Financial Services

Budget & Financial Services

Frequently Asked Questions

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Surplus Equipment

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What is the process for sending surplus items to the Surplus Equipment Department?

The SE Request Process is the is the method by which University of Cincinnati organizational units have surplus items removed from their areas and sent to the Surplus Equipment Department. The Surplus Equipment Department determines the means of disposition that complies with applicable laws and ensures maximum use of property prior to final disposition.

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Will my organizational unit be charged for disposal of a computer monitor or television?

At the current time, there is no charge to an organizational unit to dispose of a computer monitor, television, or any other electronic device.  These items may contain hazardous waste and cannot be thrown into a dumpster destined for a landfill.  All items should be forwarded to Surplus Equipment for proper disposal via the SE Request Process.

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Will my organizational unit be charged for data erasure of a computer hard drive?

At the current time, there is no charge to an organizational unit to dispose of equipment containing a hard drive.  DO NOT REMOVE THE HARD DRIVES FROM THE EQUIPMENT.  Keep the equipment intact when sending to Surplus Equipment.  In cooperation with UCIT Information Security, Surplus Equipment has developed a process whereby memory and/or hard drives in equipment containing sensitive information are erased or shredded prior to disposal.

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Should hard drives be removed from computers prior to sending to Surplus Equipment?

No, DO NOT REMOVE THE HARD DRIVES FROM THE EQUIPMENT – Keep the equipment intact when sending to Surplus Equipment.  In cooperation with UCIT Information Security, Surplus Equipment has developed a process whereby memory and/or hard drives in equipment containing sensitive information are erased or shredded prior to disposal.

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Is special handling required to send a piece of laboratory or medical equipment to Surplus Equipment?

Yes, please see the SE Request Requirements. Please note that failure to complete the special handling requirements may result in UC Moving Services refusing the pickup.

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I have items that are in process to be picked-up and delivered to Surplus Equipment.  Can I leave these items in the hallway outside my office?

No, all items must be kept in a locked area until UC Moving Services arrives for pickup.  Per the UC Information Security Data Protection Policy, this is especially important for computers, hard drives, storage media, and other electronic devices that could potentially store sensitive information.

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Are serial numbers required when completing the SE Request Form?

Yes, serial numbers are required for items such as computers, printers, copiers, and other electronic or laboratory/medical equipment.  Failure to include serial numbers for required items will result in your request being returned to you for resubmission. If an item (such as a table, chair, or desk) does not have a serial number, please leave the Serial Number field blank.

Additionally, Inventory Tag Numbers should be included for all items listed in UC Asset Management System.

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If I am sending an item to Surplus that is currently listed on my Asset Inventory in the UC Asset Management System, do I also have to complete the Asset Disposition form?

No, the organizational unit is not required to complete the on-line Asset Disposition Form for assets being transferred to Surplus Equipment.  Asset Management will automatically remove the asset from your organizational unit's asset inventory in the UC Asset Management System as long as the organizational unit includes the inventory tag when submitting an SE Request Form.   

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How do I determine what items I am required to send to Surplus Equipment and what items I can dispose of on my own?

Due to Information Security, Environmental Health & Safety, Radiation Safety and Asset Management concerns, many items cannot be discarded without special handling and/or following specified procedures. Additionally many items without these concerns could still have value to another university organizational unit or could be sold to the general public via public sale.  In short, all unwanted items should be included on the SE Request Form.  When Surplus Equipment reviews and approves the SE Request the decision will be made at that time if an item should actually be delivered to Surplus Equipment or if the item can be discarded. Surplus Equipment should be contacted via email at assets@uc.edu with questions regarding disposal of an item.

Examples that should ALWAYS be forwarded to Surplus Equipment for proper disposal include, but are not limited to: computers, monitors, printers, servers, televisions, microwaves, audio-visual and multimedia equipment, musical instruments, copiers, office equipment, any and all electronic equipment including equipment capable of storing sensitive information, desks, filing cabinets, chairs, book cases, tables, other office furniture, medical equipment, scientific equipment, lab equipment, vehicles, motorcycles, trucks, vans, buses, trailers, other licensed vehicles, boats, athletic equipment, telecom equipment, radio equipment, security equipment, printing equipment, tools, custodial tools and equipment, food service equipment, household appliances, money handling equipment, sewing equipment, software disks and other computer accessories, office supplies, etc...

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I would like to acquire some items from Surplus Equipment for my department, how can I do that?

Please see the Org Unit Viewing Information page.

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