• What types of equipment will Surplus pickup from Departments?

• How can I request items from Surplus for my department?

• How can I come see what Surplus has available in the warehouse?

• What forms are required to request pick up of equipment by Surplus?

• Once I mail the form to Surplus what then?

• Is there a charge for pick-up or delivery?

• How do I account for an item that has been transferred to Surplus on my inventory?

• What is the process of turning in computers or servers to Surplus?

• Once Surplus picks up an item can my Department get it back?

• Does the Surplus Department have public Auctions? Who can participate?

• What types of equipment will Surplus pick up from Departments?

Surplus will pick up any and all University equipment, purchased by or donated to the University. This includes, but is not limited, to all data processing equipment, scientific equipment, equipment used by service departments, office furniture, and vehicles.  Surplus will not pick up trash or paper products, these items will be handled by the Facilities Services Housekeepers.

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• How can I request items from Surplus for my department?

To request items from Surplus, click the "Requests" button on the menu above.  Fill in the information on the Request web page and submit.  We will contact you by telephone every fifteen days to let you know we are still are on the lookout and to check to see if you are still interested. Requests will remain active for a period of 60 days, upon expiration a new request must be submitted. 

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• How can I come see what Surplus has available in the warehouse?

Please do not show up at the warehouse to look for something, this is not allowed due to customer safety.  Also, we may not have the item you are looking for at that given moment, as our inventory fluctuates rapidly.  After you have requested an item through our website, we will call you and set up an appointment for you to view this property.

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• What forms are required to request pickup of equipment by Surplus?

Surplus requires the use of the UTSA Surplus Form 100, Surplus Property Turn-in Form to be completed for all equipment.  Submit the signed original form to the Surplus Department directly through campus mail. The Surplus Department will forward the form to the Capital Asset Manager to authorize the transfer of capitalized or controlled items. The form may be used to transfer all equipment: capitalized, controlled, or other, including office furniture, vehicles, computers, and even refrigerators. The form may be found on the surplus website under the Forms tab. There is, also, a Continuation Sheet to post additional items.

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• Once I mail the form to Surplus what then?

Surplus will schedule the pickup ASAP. You will not be notified as the schedules are subject to change.  When the Surplus representatives arrive at the contact location, they will remove only those items listed and identified on the Surplus Property Turn-In Form. Items posted on the form, but not physically available at the time of pickup, will not be removed and will be eliminated from the form.  Likewise items that are physically available for removal, but not annotated on the form, will not be removed from the location.  The Surplus Property Turn-In Form must be fully and accurately completed by listing the proper tag #, barcode #, serial #, etc. If the majority of the form is inadequately completed, the equipment will remain with the department until the form is corrected and resubmitted. The department contact will be given a copy of the signed Surplus Property Turn-In Form confirming the pickup of equipment. This is the only copy of that form that the departments will receive from Surplus. The departments will be responsible for monitoring the removal of the equipment from their unit inventory listing and should contact the Surplus department if these items are not removed from their unit’s inventory listing within 30 days after pickup.

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• Is there a charge for pick-up or delivery?

No. The service is absolutely free!

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• How do I account for an item that has been transferred to Surplus on my inventory?

If the items have been picked up and still remain on your unit’s inventory listing 30 days after their pick-up, submit a copy of the Turn-In form as left by the Surplus Representatives, to the Surplus Department and request removal of the items from your inventory listing.

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• What is the process of turning in computers or servers to Surplus?

Just fill out the UTSA Surplus Form 100, Surplus Property Turn-in Form and send it in.  It is no longer a requirement for departments to erase computer hard drives.  Surplus will destroy all computer hard drive data as required by the State Comptroller’s Office. 

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• Once Surplus picks up an item can my Department get it back?

Not very likely. Items transferred to Surplus are often recycled, transferred or disposed of, in accordance with local, state, and University policies and procedures, as quickly as possible because Surplus has such limited space for storage.  By the time your department’s request for retrieval is received, the item could be long transferred from the University already.

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• Does the Surplus Department have public Auctions? Who can participate?

As the Surplus Department accumulates those items that may be auctioned, notice will be posted via the UTSA Update, the Surplus website and also the Express News providing details of the auction. Public auctions are open to the public, not just to UTSA faculty, students and staff!

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