IPFW/Purdue Surplus (Salvage) Procedures
When a University Department decides they no longer have use for item(s), all university owned property must follow these steps.
Evaluation Procedure:
- Identify surplus equipment to be disposed.
- Follow the REM and Electronic Waste Guidelines below when pertinent.
- Determine the condition of items.
REM and Electronic Waste Guidelines
If an item contains or did contain oils, or any other unidentified liquids, contact the Radiological and Environmental Management (REM) at 14193.
Hazardous items are not allowed to leave campus until they have been declared safe by Radiological and Environmental Management (REM). Department must contact REM when items may contain asbestos, mercury, Freon and even radioactive sources to meet all EPA codes and standards.
Disposal of electronic equipment with a hard drive i.e. computers, printers, scanners, etc. must follow Purdue’s Electronic Waste Guidelines please contact ITS HelpDesk to open a track for the removal of these items. These items should not be posted on Purdue’s Billboard site. Printers and scanners in the Fair to Excellent condition could be offered to other IPFW departments via IPFW eBoards Free, For Sale, Wanted (University). None of this equipment can be offered for personal purchases.
Electronic equipment without a hard drive can follow the sales process described. Note special disposal process for such items in Poor or Junk condition under Disposal Procedure below.
Item Conditions:
- Excellent Items that are in new or like new condition
- Good Items that show slight wear, but usable in current condition
- Fair Items that are usable with minor adjustments such as desks that need knobs
- Poor Items that are usable with major adjustments such as chair with torn fabric on seat
- Junk Items that are broken, non-working, or are in pieces
Items in Excellent, Good, and Fair are to be advertised internally for 14 calendar days.
Items in Poor and Junk condition do not need to be advertised before disposal.
Forms Reminder! - The Equipment Change in Status ECS form should be completed whenever items are being removed from a department. The form is to be submitted to IPFW Property Accounting Kettler Hall for processing. Department’s can list more than 1 item on the form or attach a spreadsheet.
Internal Advertising
Billboard is Purdue’s online advertising system internal to all Purdue campuses. Items in Excellent to Fair condition must be advertised on Billboard for 14 calendar days before they can be offered to any outside entity or for personal purchase. Prior to posting an ad in Billboard you will need the following information:
- Item description
- How much do you want for the item(s)
- Is the price negotiable
- Who should be contacted for questions or purchase
- Do you want to include a picture of the item
- Be sure to state that the items are at the Fort Wayne campus and the interested party will need to make arrangements to pick up the item(s).
When you are ready to advertise, complete the Advertising Request Form on Purdue’s BillBoard website. You will need your Purdue Career Account to login (same account you use for Employee Self Service on OnePurdue).
Note: Electronic devices with a hard drive such as computers, printers or scanners should not be posted on Billboard. Printers and scanners in the Fair to Excellent condition could be offered to other IPFW departments via IPFW eBoards Free, For Sale, Wanted (University). None of this equipment can be offered for personal purchases.
After you submit the ad you will receive an email confirmation. Keep this confirmation as proof that the 14-day advertising period was initiated. The email confirmation will be needed as an attachment to any Equipment Change Status (ECS) form you might do related to this item. Note: If you would like to also post on our local IPFW eBoards Free, For Sale, Wanted (University) website you may do so. That is not required but the Billboard posting is.
Your ad submission will also generate an email to Purdue’s Property Accounting. If there is any capital depreciation on the item posted, they will forward appropriate information to the Business Manager you provided on the form.
If item is sold or transferred– complete an ECS form marking #4 and fill in all requested
information for transfer of equipment. If this equipment is going to another Purdue campus, they will need to make arrangements for picking up the items.
If funds are to be transferred, additional paperwork is required. Contact Accounting Services for assistance
External Advertising
Items that did not find an internal buyer via Billboard but are of value can be offered for public sale by Purdue Warehouse Operations through GovDeal, Craigslist and/or Ebay after completion of the 14 day internal advertising period. If your department wants to go this route, complete a ECS form select Option 1 but enter in the Location Building field – No Pickup External Sale for IPFW. Attach a copy of the email confirmation you had received when the items were advertised internally and send to IPFW Property Accounting Kettler Hall. They will forward form to Purdue Warehouse Operations who will contact the person provided as the contact and determine if the merchandise is resellable.
If the department has an outside buyer interested in purchasing the items, the department should direct this potential buyer to the GovDeal, Craigslist or Ebay offering.
Purdue Warehouse operations must cover their costs. Due to our distance from West Lafayette, they will not be able to assist us to the extent they do Purdue departments, therefore their costs will be lower. At Purdue typically, proceeds from sales will be split between Purdue Warehouse and the selling department in a 30/70 percent split respectively; however this is not the rule for all sales. When discussing the external posting with Warehouse Operations include in those discussion the possible split.
Items Sold Through Public Sale
Department will be contacted by Warehouse Operations that item found a buyer and next steps. Department should complete another ECS form select option 6 and state sold via Purdue Public Sale. Contact your business manager or the Comptroller’s office to discuss the arrangements being made for this sale.
Items Offered for Public Sale But Not Sold
There is no requirement for how long items have to be offered for public sale. Purdue Warehouse Operations will leave postings on free sites such as Craiglists indefinitely. The department has the following options if they want to get the items out of their area. Please notify Purdue Warehouse Operations if taking any steps that would mean the public posting should be removed.
Future Use - If department believes there may be a market for these items at a future date, they can elect to keep the items or store at Ginsberg warehouse. Department will be responsible for storage fees. Open a Service Request with Physical Plant. Select Moving from the Problem Type fields. In the description section state Long Term Storage, which department retains ownership of the items, the fund/cost center to be billed and provide the necessary information for Physical Plant staff to locate the items to be moved to storage.
Cannibalize for parts – remove any usable parts, contact Ginsberg Warehouse operations to see if they are interested in taking ownership of remaining parts. Advise them if there are any parts that would fall under REM or Electronic Waste Guidelines explained at the beginning of this page. If they are not interested, complete the ECS form, select Option 2 note remaining parts disposed (be sure to follow any pertinent REM or Electronic Waste Guidelines and send completed form to IPFW Property Accounting Kettler Hall. If Ginsberg Warehouse is interested in taking ownership of remaining parts complete the ECS form, select Option 2 Cannibilize check By Department and By Warehouse. Note remaining parts being transferred to Warehouse and send completed form to Property Accounting Kettler Hall. Follow the instructions that Ginsberg Warehouse provides regarding their pickup.
Donated to Non-profit – if items can be donated to en eligible non-profit organization, complete an ECS form, marking #6. Explain which non-profit is interested under Other, obtain approval signatures, and send the form to IPFW Property Accounting Kettler Hall for approval.
Disposal Procedure
Items that are consider Junk (broken, not working, in pieces), but fall under either the hazardous materials or electronic materials with a hard drive contact REM or ITS Helpdesk respectively.
For electronic equipment without a hard drive:
- Complete an ECS form
- Select Option 2 Cannabilize, Check that Guidelines being properly followed and By Warehouse options. State items are junk, being recycled by Warehouse.
- Obtain approval signatures
- Send the form to IPFW Property Accounting Kettler Hall.
- Open a Service request with Physical Plant for Moving. State in Service Request 'Recycling Electronic Equipment' and that ECS form has been completed.
Said items that do not fall under hazardous items or electronic materials can be disposed of in the dumpster. Complete an ECS form, selecting Option 6 explain items are junk and being properly disposed in dumpster, obtain approval signatures, and send the form to IPFW Property Accounting Kettler Hall.
If the items your department wishes to dispose may have some value please determine the condition of the items:
Item Conditions:
- Excellent Items that are in new or like new condition
- Good Items that show slight wear, but usable in current condition
- Fair Items that are usable with minor adjustments such as desks that need knobs
- Poor Items that are usable with major adjustments such as chair with torn fabric on seat
Fair or Better
If the items are considered to be in fair or better condition the department needs to follow the Surplus Procedure described above before Physical Plant will remove them. If the items are not sold through the Surplus Process:
- Review the REM and Electronic Waste Guidelines above in case they apply.
- Complete an ECS form.
- Select Option 6 Other. State the items were offered for sale unsuccessfully and ownership will relinquished to the Warehouse.
- Obtain appropriate department signatures.
- Send a copy of the ECS form and a copy of the email confirmation received when the items were posted on Billboard to both IPFW Property Accounting Kettler Hall and to Operations Maintenance Office GB 138.
- Complete a Service Request Form stating they will be receiving a copy of the ECS and Billboard email confirmation. Note: P. Plant will not pick up until these are received.
Poor
If the items are considered to be in Poor condition they may also be candidates for the dumpster. If you believe there may be some value (metals for example) follow these instructions.
- Review the REM and Electronic Waste Guidelines above in case they apply.
- Complete an ECS form.
- Select Option 2 Cannabilize Check by Warehouse, state 'Items being sent to Warehouse.'
- Obtain appropriate department signatures.
- Send a copy of the ECS form to both IPFW Property Accounting Kettler Hall and to Operations Maintenance Office GB 138.
- Complete a Service Request Form stating they will be receiving a copy of the ECS form. Note: P. Plant will not pick up until this is received.
Connect with IPFW:
2101 E. Coliseum Blvd.
