Inventory

Surplus

Surplus can come to your location and pick up most types of smaller equipment, such as: desktop computers, laptop computers, docking stations, monitors, desktop printers, desktop scanners, desktop copy/fax/print machines, keyboards, mice, speakers, cables, and servers.

To request a pick-up from Surplus, please send an email message to surplus@utdallas.edu. In your message, include a brief description and the asset tag (if applicable) of each item that needs to be picked up. No forms are necessary.

Move and Events

The Move and Events team can pick up larger equipment, such as: furniture, server racks, large copy/fax/print machines, large televisions, and pallets of mixed items (e.g.: computers mixed with furniture).

To request a pick-up from Move and Events, please fill out their UTD Facilities Management Work Request (PDF [Portable Document Format File] ) form and send it to fmworkrequest@utdallas.edu.

Surplus can pick up these items.
Move and Events can pick up these items.

Frequently Asked Questions

Can I buy surplus items from property?

Surplus holds regular auctions via Lonestar Auctions website. You can view the items that are up for auction at lso.cc For more information, please contact representatives at surplus@utdallas.edu.

Can I purchase a computer from surplus?

No, we do not sell computers directly to individuals. We do sell computers through the auction website, however all hard drives are removed before we release the computers for sale.

Can I purchase bicycles from surplus?

Surplus does normally hold bicycle sales once or twice a year, unless circumstances prevent such offerings. For more information, please contact representatives at surplus@utdallas.edu.

Can I purchase furniture from surplus?

Surplus holds regular auctions via Lonestar Auctions website. Furniture is generally sold in larger lots as individual sales would be cost-prohibitive. You can view the items that are up for auction at lso.cc For more information, please contact representatives at surplus@utdallas.edu.

Is my data safe when I send my computer to Surplus?

Yes. The hard drives of all computers sent to Surplus are removed and shredded.

How can I request that Surplus to pick up used assets such as computers?

To request a pick-up from Surplus, please send an email message to surplus@utdallas.edu. In your message, include a brief description and the asset tag (if applicable) of each item that needs to be picked up. No forms are necessary.

How can I get a replacement for an unreadable or destroyed asset tag?

Please send an email message to inventory@utdallas.edu requesting a replacement tag. We will drop one in the mail or have it available for you to pick up, whichever you prefer.

How can I request updates on my inventory and/or get special reports?

Please send an email message to inventory@utdallas.edu requesting an update, report, etc. We will fulfill your request as quickly as possible.

How do I change the recorded location of an asset?

Please send an email message to inventory@utdallas.edu. Your message should include the item’s asset tag number and new location.

How do I request items be moved from Surplus to a campus location?

As this is a billable request, please submit a work request with the applicable cost center and approval signature

Facilities Management will not move scientific equipment and/or personal possessions, and is not responsible for any lost or damaged electrical or mechanical equipment.

How do I request items be removed and sent to Surplus?

Surplus (Property Administration) can pick up most types of smaller technology-related equipment such as desktop computers, laptop computers, docking stations, monitors, desktop printers, desktop scanners, servers, etc. Surplus does not pick up small items such as a computer mouse or broken assets (such as an old microwave) that cannot be re-purposed or sold via auction.

Facilities Management will not move scientific equipment and/or personal possessions, and is not responsible for any lost or damaged electrical or mechanical equipment.

To request a pick-up from Surplus, please send an email message to surplus@utdallas.edu and include a brief description and the asset tag number (if applicable) of each item that needs to be picked up. No forms are necessary. The Move and Events team can pick up larger equipment such as furniture (desks, chairs, file cabinets, bookcases), books, server racks, large copy/fax/print machines, large televisions and pallets of mixed items (e.g.: computers mixed with furniture).

To request a pick-up from Move and Events, please submit a work request.

How do I transfer an asset from my department to another?

  • Send an email message to your department head requesting approval for this. Your message should include the Area ID for your department, the Area ID for the department receiving your assets, and a list of all the assets being transferred.
  • If your department head approves your request, he/she must forward your email message to inventory@utdallas.edu, copy the Custodial Contact and the head of the department receiving your assets, and mention that it was approved.
  • Property Administration will store the message in OnBase and send a confirmation message when the transfer is complete.

How often do I need to do an inventory?

The Texas State Comptroller requires that equipment inventories be performed annually.

How will I know if my inventory is complete?

You will receive a confirmation via email when your department meets all the requirements for your yearly inventory. Please keep that email message for your records.

Should all computers and tablets be tagged?

Yes. Since they can contain sensitive information, all computers and tablets are considered con-trolled assets and must be tagged.

What are the options for scanning / validating assets?

  • Recommended: The Scan and Validate team can do it for you, just give them access to all the locations they need to scan.
  • Your department can perform the scanning and validation yourselves. Just follow the Scan and Validate instructions.

What happens to the hard drives removed from the computers sold in the surplus sales?

Hard drives from surplused computers are immediately removed and securely shredded.

What is a capital asset?

Capital assets consist of material University assets with a value greater than $5000.

What is a controlled asset?

Controlled Assets are assets with a value greater than $500 and less than $5000.

What procedure should be used to take University equipment off campus?

  • Send an email message to your department head requesting approval for this. Your message should include your name, your UTD ID, and the off-campus location where your asset will be used. If the asset will be kept permanently off-campus, your message should also include the name of the responsible University official.
  • If your department head approves your request, he/she must forward your email message to inventory@utdallas.edu. You will receive a confirmation via email when that asset’s record has been updated.

How do I access the PeopleSoft Asset Module?

If you are the Custodial Contact for your department, please send an email message to inventory@utdallas.edu requesting access. Your message should include your NetID.

How do I get a location changed for an asset?

Email inventory@utdallas.edu with the tag number and new location. You will receive a notification when the update is complete.