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ReUse Surplus Program

Surplus

reuse%logoThe Vanderbilt University ReUse Surplus Program manages unneeded items owned by Vanderbilt University departments, offices, and laboratories. ReUse Surplus cannot legally accept VUMC items, please contact VUMC Storage and Services at 615-936-4626 for instructions on how your surplus should be managed.

All surplus property must follow the Vanderbilt Procurement Policies and Procedures (“Surplus Property” on page 47).

To send items to surplus, follow the steps below:

Are you, your office, or your lab part of Vanderbilt University?

Contact VUMC Storage and Services at 615-936-4626 for information.

Is the item a biological safety cabinet?

Follow the instructions on the VEHS Biological Safety website to relocate or surplus a biological safety cabinet.

Was the equipment used for the processing or holding of
biological materials?

Follow the instructions on the VEHS Biological Lab Equipment Release form. Complete decontamination, then complete and affix the form to the equipment.

Do the electronics contain hard drives or other data storage?

Consider removing or cleaning hard drives. The electronics surplus vendor will destroy any drive remaining.

Is the equipment, electronics, or furniture capital equipment, a tracked asset, or does it have an asset tag?

Complete a Property Transmittal Form (PTF). Email it to capitalassets@vanderbilt.edu and recycle@vanderbilt.edu.
Proceed when PTF is approved.

Are you using an outside moving company such as Alexander's or Graebel?

Complete an online Facilities Service Request form, an AiM work order, or call Plant Operations Service Information Systems (SIS) at 615-343-2784 to request removal of the surplus.

Call 615-343-2784 or email recycle@vanderbilt.edu to schedule a delivery day and time. One hour notice is needed for deliveries.

See the surplus steps written below:

Download the flowchart and surplus flyer here.

  1. If the surplus item is a biological safety cabinet (BSC), laboratories must follow the instructions on the VEHS Biological Safety Website to relocate or surplus  a biological safety cabinet. Complete decontamination, then affix the decontamination report to the equipment prior to requesting surplus removal.
  2. If the surplus item is not a BSC but was previously used for the processing or holding of biological materials, laboratories must follow the instructions on the VEHS Biological Lab Equipment Release form. Complete decontamination, then affix the form to the equipment prior to requesting surplus removal.
  3. If the surplus item has stored data i.e. a desktop computer, laptop, smartphone, etc., consider removing or cleaning hard drives prior to requesting surplus removal. Any hard drives remaining are physically destroyed off-site by a contracted vendor.
  4. If the surplus item is capital equipment, a tracked asset, or has an asset tag (i.e. initial purchase value of $5,000 or more), a Property Transmittal Form (PTF) must be completed. Send the PTF to VU Finance and ReUse Surplus (email to recycle@vanderbilt.edu and capitalassets@vanderbilt.edu).
  5. If you use an outside moving company such as Alexander’s, please call 615-343-2784 or email recycle@vanderbilt.edu to schedule a delivery day and time as the new surplus location is not staffed throughout the workday. One hour notice is needed for deliveries to ensure ReUse Surplus staff can meet the moving truck.
  6. To request surplus removal, fill out a Facilities Service Request form, an AiM work order (if you are approved to do so), or call Plant Operations Service Information Systems (SIS) at 615.343.9675. Individual departments will not be charged for surplus removal.

Please contact the ReUse Surplus Program with questions at recycle@vanderbilt.edu or 615-343-2784 (34E.ARTH).

Storage

Central storage is not offered for departments due to space limitations on campus. A list of approved turnkey storage vendors with rates negotiated for VU that will collect your items, provide storage, and then deliver the items back to you when needed is below:

Please contact the ReUse Surplus Program with questions at recycle@vanderbilt.edu or 615-343-2784 (34E.ARTH).