FACILITIES · SURPLUS & DISPOSAL
🗃️ Surplus Equipment Disposal at Blinn College
When a department no longer needs equipment, furniture, or other items, those materials must be handled carefully. Because Blinn College is a public institution, we have to follow specific rules when disposing of College property. This guide explains, in plain language, how to dispose of surplus or salvage equipment the right way.
1. What Counts as Surplus or Salvage?
Not everything that’s old or unused can simply be thrown away. Blinn uses a few key terms to describe property that may be ready for disposal.
Surplus Property
Surplus items are things your department no longer needs but that still have some usefulness.
• Working office chairs or desks that are no longer used
• Appliances that still work but have been replaced
• Equipment that functions but isn’t needed by your area anymore
Salvage Property
Salvage items are broken, badly worn, or no longer usable for their original purpose.
• Equipment that is beyond repair or unsafe to use
• Furniture that is damaged or structurally unsound
• Items that have no reasonable remaining life
ℹ️
Some things are handled under separate procedures, such as computers and related electronics, library materials, and real estate. If you’re unsure, contact Facilities or the Fixed Assets/Accounting team before you submit a disposal request.
Surplus items might still be usable, but are no longer needed by your department.
2. Who Can Request Disposal?
To make sure Blinn property is properly tracked and accounted for, disposal requests must come from:
• Department Heads, or
• Division Chairs
Individual employees should work with their supervisor or department office staff if they believe an item needs to be transferred or disposed of.
⚠️
Departments and employees may not throw away, give away, or sell Blinn equipment on their own. All College-owned property must go through the official disposal process.
3. Why Is Disposal Controlled?
Blinn is a public institution. That means all College property is purchased with public funds and must be:
• Tracked and documented
• Protected from loss or misuse
• Disposed of in a legal and secure way
To ensure this, the Physical Plant / Facilities Maintenance Department is responsible for physically removing, moving, and disposing of surplus and salvage items.
Many items carry Blinn asset tags or inventory numbers—these must be recorded before disposal.
4. How to Request Surplus or Salvage Disposal
Blinn uses a standard form to transfer or dispose of equipment: the Authorization for Equipment Transfer or Disposal (Equipment Disposal Form).
Step 1 – Fill Out the Equipment Disposal Form
The requesting department completes the top portion of the form, including:
• Requestor name and phone number
• Department and campus
• Description of the item(s)
• Whether the item works or is broken
• Repair estimate (if known)
• Blinn inventory (asset) number
• Serial number
• Building and room where the item is located
The requestor signs and dates the form to start the process.
Step 2 – Send the Form to Facilities
After the form is filled out and signed by the appropriate department authority, send it to:
• Brenham, Sealy, Schulenburg & Waller: Physical Plant / Facilities
• Bryan & RELLIS: Facilities Services
Facilities staff will review the form, coordinate pickup (if needed), and handle the movement of the item out of your area.
Step 3 – Facilities Determines Final Disposition
Once Facilities has the item, they complete their section of the form, indicating whether the item is:
• Transferred to another department
• Marked as surplus
• Marked as salvage
• Scrapped, recycled, or otherwise disposed of
The form is also routed to the Fixed Asset Accountant and a designated administrator for approval. Copies are forwarded to Accounting and Administrative Services as required by policy.
Example of the Equipment Disposal Form. Ensure all relevant fields are completed before submission.
5. What Happens After Facilities Picks Up the Item?
After pickup, Facilities and Accounting work together to determine the best final outcome for the item.
Possible Outcomes
• Reused by another department that needs it
• Repaired and put back into service if cost-effective
• Sold through an approved surplus sale or auction process
• Recycled or scrapped if it has no remaining value or use
Whenever possible, Blinn tries to reassign usable equipment to other areas before buying new items.
💰
Any money received from the sale of surplus or salvage property (after expenses) is credited back to the College’s general fund, not to individual departments.
6. Important Do’s and Don’ts
Do
• Use the official Equipment Disposal Form for all surplus or salvage requests.
• Contact Facilities if you’re unsure whether an item should be disposed of or transferred.
• Check if surplus items are available before purchasing similar new items.
Don’t
• Do not give surplus equipment to employees, students, or outside parties.
• Do not throw College equipment in the dumpster on your own.
• Do not move property between departments without proper documentation.
7. Need Help or Have Questions?
Facilities / Physical Plant Contacts
If you have questions about the process or need help completing the form, contact:
• Brenham, Sealy, Schulenburg & Waller: 979-830-4466
• Bryan & RELLIS: 979-209-7373
You may also submit a request through the online Facilities Work Order System and note that you are seeking assistance with surplus or disposal.
Following the surplus and disposal process protects both you and the College. By documenting and routing equipment correctly, we stay compliant with regulations, reduce waste, and make sure Blinn’s resources are used wisely. If you’re ever unsure about how to handle an item, it’s always best to ask Facilities first.