Items of The University of Texas Medical Branch surplus that are not transferred between departments must be transferred to the Surplus Property Warehouse using the Surplus Equipment Warehouse (SEW) form.

Instructions and requirements for completing the form:

1. List inventory items first, the University of Texas Medical Branch asset number must be clearly written in the Asset Number column for each item listed on the form.
2. List non-inventory items after inventory items, non-inventory items should be designated with “N/I” in the Asset Number column on the SEW Form.
3. Separate SEW Forms may be used for inventory and non-inventory items if preferred.
4. Include the PeopleSoft department name and number, the building name, room number and location number where the surplus items to transfer are located, and the name and telephone number of the appropriate contact person.
5. No instrument having radioactive, biohazard, or chemical stickers will be accepted into the Surplus Equipment Warehouse without proper clearance by Environmental Health and Safety (EHS). The EHS Decontamination Form, signed by the principal investigator, must be attached to all refrigerators or freezers.  Refrigerators and/or freezers containing food only also need the form filled out and signed stating it was only used for food. Any questions regarding these requirements can be directed to EHS at 772-4191.
6. In accordance with federal copyright laws, all software must be removed (i.e., format the hard drive) from any computer equipment before it will be allowed into the Surplus Equipment Warehouse. Also, software removal should be documented by checking the box in section 1 of the Surplus Equipment Warehouse (SEW) Form.
7. All storage equipment contents (such as files, papers, syringes, refuse, etc.) should be properly disposed of prior to sending equipment to the Surplus Equipment Warehouse.  Desk drawers and file cabinets should be emptied before being turned over to the Surplus Warehouse. Please see our Records Management web site for instructions for the disposition of records, or call 409 747-5900.
8. The forms MUST be signed by the releasing department’s Asset Custodian.
9. Forward the original SEW Form(s), to Logistics Materials Management (our Delivery teams’ fax number is 772-5334). The original should then stay with the surplus for the driver to sign when he picks it up. The Delivery team will make arrangements to transport the surplus to the Surplus Warehouse, at no cost to the releasing department.
10. The SEW form may be filled out online and then downloaded to your local printer, or printed first and then filled-out.

Our Delivery team will transport only those items that are identified on the SEW Form to the Surplus Warehouse

Departments preferring to transport their surplus items to the Surplus Property Warehouse themselves should notify Surplus Property in advance of the transport either by calling (409-772-5304), email, or faxing a copy of the SEW form to 772-8977. Original SEW forms, completed and signed by the appropriate Asset Custodian, must accompany the transport.

Signatures and dates are required from the department, delivery driver, and Surplus Warehouse attendant when the surplus items are moved.