How to Transfer Items to Surplus

Chart process on how to transfer items to surplus

How to Submit Assets (Inventoried Items) to Surplus

  1. Visit the Property Inventory System.
  2. Select the item(s) in your inventory that you would like to transfer to Surplus by checking the box for each inventory item line under the Trf/Rem column.

    3. Select Trf/Rem from column then choose Transfer box

  3. A new box will open. In this box, select the Transfer to Surplus box. Then, select your Campus. Other relevant fields will auto populate. Once complete, select the Save button.

    4. Click Transfer to Surplus box, select a campus, then click save button

  4. A “Transfer Complete” box will appear that includes a link to initiate a Surplus Pickup. Select the link to begin the final portion of the process.

    5. Click Surplus Pickup

  5. The Initiate Surplus Pickup Request screen will appear. Select the appropriate Surplus Orgn and From Organization from the drop-down options. A list of items will appear. Select the item(s) to be transferred. Then, click the Initiate Pickup Request button.

    6. Select Surplus Orgn, Select Organization from the Organization lists, Click Initiate Pickup Request and check a box to select items

  6. A new window will appear that has the Inventoried Items listed under the Inventoried Items section. Use the drop-down to select the Pickup Building and then enter the Room number.

    7. Select a Pickup Building, enter a room, check box for IT Service Needed, enter Number, Initiate IT Work Order then Click IT Hardware Surplus Form, add IT Work Order Number, check box to Certify, and click save, additional directions for this process

If you do not have any Non-Inventoried Items to add, select the small box at the bottom to Certify and then click Submit.

If you need to add Non-Inventoried Items:

Enter the information for the Non-Inventory item(s) in the fields provided in the Non-Inventoried Items section, and click the Add button. Continue to enter additional Non-Inventoried items.

When all of the items have been added, select the small box at the bottom to Certify and then click Submit to complete the pick-up request.

Check the box for IT Service needed and enter IT Sticker Number, enter Non-Inventoried Items Fields, click add, check to certify, click submit, additional information and steps for this process

How to Submit Non-Inventoried Items to Surplus

  1. Visit the Property Inventory System.
  2. Select the Inventory drop-down and then select Surplus Pickup.

    3. Select Inventory and then Surplus Pickup

  3. A new screen will appear. Select the Initiate Surplus Pickup button.

    4. Select Initiate Surplus Pickup button from the Process Surplus Pickup Request screen

  4. The Initiate Surplus Pickup Request screen will appear. Select the appropriate Surplus Orgn from the drop-down options. Information will populate on the screen. Select the Initiate Pickup Request button.

    5. Select a Surplus Orgn, then select Initiate Pickup Request button

  5. A new window will appear. Use the drop-down to select the Pickup Building. Enter the information for Non-Inventoried Items in the fields provided and click the Add button. When all of the items have been added, select the small box at the bottom to Certify and then click Submit to complete the pickup request.

    6. Select a Pickup Building, enter Non-Inventoried Items fields, check box IT Service Needed, enter IT Sticker Number, click add, check to certify, click to submit, and additional information and steps about the process

Refer to HSC OP 63.11 for more information.

What Happens Next

The appropriate campus surplus receives notification and contacts you to schedule a pickup or review the items.

*Any data storage devices without an IT “Surplus Approved” sticker will not be picked up.*

When the items are in the possession of Surplus, the asset tags are scanned. When all items on the pickup request have been verified, the transfer is complete and the items are no longer on your inventory.

If you have additional questions, contact:
Abilene/Dallas - AbileneSurplus@ttuhsc.edu
Amarillo - generalservicesama@ttuhsc.edu
Lubbock - generalservices@ttuhsc.edu
Managed Care - generalservices@ttuhsc.edu
Odessa - generalservicespermianbasin@ttuhsc.edu