Surplus Property System Updates December 2025
DR Disposal Request Condition Questions
During the Disposal Request (DR) entry process, you will now answer four required Yes/No questions. These questions serve as reminders and notify Surplus staff of specific conditions. If you answer “Yes” to any question, an informational popup will appear with detailed requirements.
1. Data-Bearing Electronics? (Yes/No)
– If Yes: popup with the following instructions:
Required steps to take on device:
• Remove BIOS locks from device
• Remove any MDMs from device
– Apple School Manager (for Apple devices)
– Mobile Device Management or Auto Pilot (for Windows devices)
Information to include on the DR:
- Please list each device individually as its own line item on the DR.
- Include both the Asset Tag and Serial Number for every device.
- Do not group multiple devices under a single line item.
- For multiple assets, we recommend using the Import option to make entry easier.
Note: If these steps are not completed, the DR will not be approved/picked up by Surplus.
2. Was this item purchased with sponsored or federal funds, or is it titled/subject to sponsor (OSP) requirements? (Yes/No)
– If Yes: popup with the following instructions:
“Disposing of federally funded assets requires approval from the Office of Sponsored Programs (OSP) and may cause delays in the workflow. It is recommended that you enter a separate request for any non-federally funded items to avoid delay.
Please check the OSP box for each asset that applies on the item entry screen.
For further questions, contact OSP Asset Management at OSPAssetManagement@osu.edu
3. Was any item used with hazardous material (chemical, biological, or radioactive)? (Yes/No)
– If Yes: popup with the following instructions:
“All laboratory equipment being disposed of or sent to Surplus at The Ohio State University must be cleaned and decontaminated before it is removed from the lab in accordance with Environmental Health and Safety guidelines. Contact EHS at ehs.osu.edu or 614-292-1284 with questions.”
4. Does this request include items that require disassembly or removal from walls/ceilings? (Yes/No)
– If Yes: popup with the following instructions:
“Departments are responsible for disassembling modular furniture, multi-piece desks, and removing/staging any wall-mounted items (such as whiteboards or projectors) prior to Surplus pickup. In some circumstances, Surplus may perform these services for a fee. Please reach out to Surplus@osu.edu
Disposal Request Item Category Updates
- To simplify the Disposal Request process, the list of item categories has been reduced from 122 options to 23 streamlined categories. This change saves time and ensures accurate classification.
| # | Category Names |
|---|---|
| 1 | Appliances & Kitchen Equipment |
| 2 | Art, Display & Misc. Decorative Items |
| 3 | Athletic, Recreational & Theatrical Equipment |
| 4 | Audio/Visual & Photographic Equipment |
| 5 | Automotive & Fleet Equipment |
| 6 | Educational & Library Equipment |
| 7 | Electronics & eWaste – Computers & Tablets (Containing Drives) |
| 8 | Electronics & eWaste – Hard Drives (Loose / Extracted) |
| 9 | Electronics & eWaste – Misc. Electronic Peripherals (Monitors, Keyboards, Mice, etc.) |
| 10 | Electronics & eWaste – Misc. Storage Media (Phones, Flash Drives, CDs, etc.) |
| 11 | Electronics & eWaste – Printers / Multifunction Devices |
| 12 | Electronics & eWaste – Servers & Network Equipment |
| 13 | Engineering, Survey & Construction Equipment |
| 14 | HVAC, Electrical & Plumbing Equipment |
| 15 | Industrial & Heavy Machinery |
| 16 | Janitorial & Maintenance Equipment |
| 17 | Laboratory & Scientific Equipment |
| 18 | Mail, Printing & Office Machines |
| 19 | Medical & Dental Equipment |
| 20 | Metal Recycling & Scrap Materials |
| 21 | Miscellaneous Equipment |
| 22 | Office Furniture & Fixtures |
| 23 | Veterinary & Animal Care Equipment |
DR Entry Requirements - Electronics and eWaste
The following subset of categories under Electronics & eWaste replaces all previous computer and shredder service categories. These updates provide clearer descriptions and specific Disposal Request (DR) entry requirements for each item type.
Disposal Request Categories (SPMS)
When submitting a DR, please use the following SPS Item Descriptions, listed under the “Electronics & eWaste – …” dropdown options:
Electronics & eWaste – Hard Drives (Loose / Extracted)
When submitting loose hard drives, a count is required on the DR. Surplus will record each serial number, destroy the data, and create a Certificate of Destruction (COD), which can be sent to the department upon request.
All loose hard drives will be billed $5.00 each to the cost center listed on the DR via journal entry.
Electronics & eWaste – Computers & Tablets (Containing Drives)
Customers submitting computers or tablets for disposal must list each asset on a single line in the DR, providing the NC number or asset tag, serial number, and item description.
Surplus will process these devices in accordance with ISPCR 15.2, ensuring all data-bearing components are properly sanitized or destroyed following university data-security requirements.
Asset tag numbers (or serials, if no tag is present) will be recorded for tracking and reconciliation. CODs are available upon request.
Electronics & eWaste – Servers & Network Equipment
Surplus will confirm receipt of all listed items and verify serial numbers for components such as server blades, firewalls, and switches. A COD can be provided upon request.
Surplus partners with certified e-waste recyclers to ensure that all data-bearing components are securely destroyed and all materials are recycled sustainably in compliance with ISPCR 15.2.
Electronics & eWaste – Printers / Multifunction Devices
Customers submitting printers or multifunction devices should list each asset individually on a separate line if it is asset-tagged, providing the NC number or asset tag so Surplus can ensure proper disposal from Workday.
If printers are not asset-tagged, they may be entered as a group with a total count in the quantity field.
Surplus partners with certified recyclers to ensure that all printer data components (such as internal storage or memory modules) are securely destroyed and that all materials are sustainably processed in accordance with ISPCR 15.2.
Electronics & eWaste – Misc. Storage Media (Phones, Flash Drives, CDs, etc.)
If any of these items are asset-tagged, they must follow the same DR process as other tagged assets — listed individually on a single line with the NC number or asset tag and serial number to ensure proper disposal in Workday.
All other non-tagged or non-serialized media items (including cell phones, flash drives, CD/DVDs, floppy disks, and tape drives) will be securely destroyed by Surplus in compliance with ISPCR 15.2. These items are not serial-number tracked, and no charge applies to their destruction.
Electronics & eWaste – Misc. Electronic Peripherals (Monitors , Wires, Keyboards, Mice, etc.)
This category covers non–data-bearing computer peripherals and accessories, including monitors, wires, keyboards, mice, docking stations, and similar equipment.
If the item is asset-tagged, it must be listed individually on its own line in the DR, providing the NC number or asset tag, serial number (if applicable), and description to ensure proper removal from the Workday asset management system.
If the items are not asset-tagged, they can be grouped and entered by quantity (for example: Monitors – 10).
These items do not require serial-number tracking and are recycled responsibly through certified e-waste recyclers to ensure all materials are disposed of sustainably. There is no charge to the department for this category.