Purchasing Services

Arrange Pickup of Surplus

The following steps should be taken to arrange pickup of surplus property for departments of the Health Science Center:

1. Complete the campus Surplus Notification Form. All applicable fields should be completed and it should be signed by the department head or designated administrative officer. Note: The T-64 form is no longer used for surplus property.
2. Fax the form to Purchasing Services at 448-2960 or send to 822 Beale, Room 141. If the form is faxed, do not send a follow-up copy. Purchasing Services will review and approve the notification form and forward it to the Facilities dispatcher to schedule a pickup by the Transfer & Warehousing section. Purchasing Services may make alternate arrangements for property located away from the main campus in Memphis.
3. Retain the original of the notification form and have it or a copy available when the Transfer & Warehousing personnel arrive for the pickup.
4. Verify that all items on the notification form were picked up and have the Facilities employee making the pickup to sign and date the form in the approval section for Transfer & Warehousing.
5. Retain a copy of the signed form in accordance with University Fiscal Policy.

NOTE: Inventoried items will remain on the department’s inventory until the items are transferred to another department or sold by Purchasing Services at the next auction or sealed bid sale. An Equipment Change Report will be issued from the Controller's Office notifying the originating department that the items have been removed from their inventory. It may be several months before surplus property on the official inventory that is picked up is sold and removed from the inventory. Therefore, when the annual inventory observation or equipment audits are performed, the signed Surplus Notification Form will provide supporting documentation for items remaining on the inventory.