Declaring and Sending Surplus

When equipment is no longer needed, departments declare it as surplus. To declare surplus, download a Declaration of Surplus Form (DOS) and review the "Directions for completing a Declaration of Surplus Form" tab. 

Complete the Declaration of Surplus Form, indicating each item being sent. Make sure to include your shortcode and any tag numbers (gold/silver government tags require clearance through Property Control).  Print and sign your name on the Declaration of Surplus Form. If the shipment includes computers or digital storage media, the person removing the data from the equipment must also sign the form.

Sending surplus to Property Disposition

Scan and email your signed Declaration of Surplus Form to Property Disposition to schedule a delivery date. If you cannot bring the surplus to the warehouse yourself (we don’t offer pickup), you can contact U-M’s Moving and Trucking Department at (734) 764-2487 or one of the university’s strategic moving and storage vendors to schedule a pickup on the date provided by Property Disposition.

The signed Declaration of Surplus Form must accompany surplus items sent to Property Disposition. Property Disposition cannot accept surplus without a completed and signed form.

NOTE: Hospital buildings including University Hospital, CW Mott, Taubman Center, Med Inn, Towsley, Cancer Center (floors B2, B1, 1 and parts of 2), Medical Professional Building and Cardiovascular Center DO NOT NEED TO EMAIL THE DECLARATION OF SURPLUS to Property Disposition ahead of time. Please make arrangements with Hospital Maintenance (936-5054) and give them the form when your surplus is picked up.

EHS regulations

Before sending surplus to Property Disposition, please read the following state and federal EHS regulations on surplus:

1. All computer monitors, televisions, electronic equipment, and devices must be sent to Property Disposition for proper disposal.

2. All radiation devices (e.g., x-rays, spectrophotometers, and scintillation counters) must first be decertified by EHS prior to shipping the item to Property Disposition. Contact EHS directly at (734) 763-9133 or (734) 763-9057 with any questions.

3. All lasers sent to Property Disposition must be in inoperable condition. Contact EHS (647-5224) before selling or transferring a Class 3B or Class 4 laser. See More information regarding laser disposal.

4. Other items requiring EHS clearance prior to disposal include:

  • Fume hoods
  • Used glassware
  • Chemicals
  • Motor oils
  • Ceiling tiles
  • Asbestos-containing materials
  • All fluorescent lightbulbs
  • All batteries
  • Electron microscopes
  • Transformers
  • Any item with “Yellow” EHS tags
  • Any lab equipment

Proper Equipment Disposal Procedures:

1. All laboratory equipment must be decontaminated before transport for disposal, maintenance, or repair. The laboratory owning or using the equipment is responsible for decontamination. Certification of decontamination must be done using the EHS Laboratory Equipment Decontamination Form. This form should be attached to the equipment prior to transport, maintenance, repair, or disposal activities. Property Disposition will fax or email a blank copy of the EHS Laboratory Equipment Decontamination Form to all equipment owners or users when initiating the disposal process for surplus laboratory equipment. Laboratories will decontaminate their equipment in accordance with their written standard operating procedures included in their specific chemical hygiene plan(s).

2. Equipment that contained, or was used to store radioactive materials or radiological hazards, requires decommissioning prior to transport for disposal, maintenance, or repair. Decommissioning will be conducted by qualified EHS personnel. The unit owning or using the equipment requiring decommissioning will coordinate the decommissioning process with EHS. Specific information on the decommissioning process can be obtained from EHS at (734) 647-1143.

3. Moving companies will NOT transport laboratory equipment without a completed Laboratory Equipment Decontamination Form from the owners or users of that equipment, or prior direct approval from EHS. They will not transport equipment requiring decommissioning that has not been decommissioned. Equipment that is visibly contaminated will not be transported, even if a decontamination form is included with the equipment, without prior direct approval from EHS. Equipment that is still marked with a radiation or radiological warning sign, label, or other radiation hazard marking, will not be transported.

4. All equipment that contains refrigerant gas or refrigerant-laden oil that is to be disposed of as waste will be drained of refrigerant gases by Plant Operations Facilities Maintenance prior to transport for final disposal. Equipment received by Facilities Maintenance that does not appear to have been decontaminated or decommissioned, as outlined above, will be reported to EHS immediately and not disposed of until approved directly by EHS.

5. The Proper Biological Safety Cabinet (BSC) Decommissioning policy describes the Decommissioning of Class II Biological Safety Cabinets (BSC) owned by the University of Michigan. The goal of the policy is to promote biosecurity by the U-M Biological Safety Officer. All university colleges, departments, and units are required to follow these procedures.

Computer Preparation

Computer Policy: Preparation for computer and other storage media devices declared as surplus/disposal for Property Disposition

Procedures to Sanitize Computers & Storage Media Devices 

Departments are required to remove all software and/or files from all computers and storage media devices prior to being sent to Property Disposition. These devices must be totally sanitized or physically destroyed. This is to ensure compliance with The University of Michigan Board of Regents by-laws 14.07 “Privacy and Access to Information”. Also, additional policy on this matter can be found in the Standard Practice Guide 520.01 Section IV, Item D. All data storage media is audited at the Property Disposition warehouse to monitor compliance of this policy. Reports will be issued to each affected department. If compliance is not achieved and violations are discovered, Property Disposition will sanitize/destroy the device and will deduct associated costs from the sale proceeds. Prior to being sent to Property Disposition, it is recommended that departments tag or label each computer or storage media device with the specifications. These specifications should indicate whether or not the unit has been sanitized, the processor speed, memory size, hard drive size, and the condition (working or not working). These specifications should be clearly written and must be visibly placed on the surface of the computer, media device or component. This task may be accomplished by designing your own tag or label in accordance with what meets your department needs or may be written on the device using a permanent marker.

*Individual units may have stronger requirements, please consult with your IT department