IT Surplus and Disposal Procedures and Forms

When your department has computers or other IT-related equipment that is no longer needed, it’s important to properly surplus or dispose of these items. Users or departments must submit a Surplus/Disposal Request Form to facilitate this process. Once the form is submitted, the IT team will arrange to pick up the equipment for appropriate surplus or disposal. This helps ensure all assets are handled securely and comply with university policies.

Please see attached for the Surplus and Disposal Form

University Policy https://policies.byuh.edu/surplus-property-policy 

 

SURPLUS INSTRUCTIONS:

  • Reset Computers for Surplus

    • Reinstall the operating system on each computer.

    • Ensure that all user files and university-installed software are completely removed.

  • Update the TD Asset Database

    • Set the equipment status for all surplus items to "Out Of Cycle."

  • Complete Required Forms

    • Fill out the attached Surplus Property Request Form with accurate equipment details.

    • Remove all BYUH Red Tag stickers and attach them to the Surplus Stickers Form.

  • Deliver Equipment

    • Take the surplus equipment to the BYUH Store.

    • Have the BYUH Store Clerk sign the Surplus Property Request Form as confirmation of receipt.

  • Process Journal Entry for BYUH Store
    Submit a Journal Entry with the following information:

    • Journal Source: H: Manual Journal

    • Balancing Fund: 10 General Fund

    Ledger Accounts:

    • Credit: H:1330 – Inventory, BYUH Store

    • Debit: H:4900 – Other Revenues

    Cost Centers:

    • Credit: H:CC169000 – BYUH Store

    • Debit: H:CC140010 – General

    Spend Category:

    • Credit: H:BYUH Store – Purchases for Resale

    Revenue Category:

    • Debit: H: Gain from Sale of Assets

    Note: Additional Work Tags will be automatically added.


DISPOSAL INSTRUCTIONS:

  • Wipe Computers for Disposal

    • All computers must be wiped prior to disposal. This includes removing the operating system and ensuring that no user files or university-installed software remain.

    • For computers from departments handling sensitive or confidential data—such as Financial Services, Financial Aid, or FDS Accounting—please use a DOD-approved data wiping process.

  • Update the TD Asset Database

    • Mark all disposed or surplus equipment in the database with the status "Out Of Cycle."

  • Complete the Surplus Property Request Form

    • Fill out the attached Surplus Property Request Form with the required equipment details.

  • Label and Track Equipment

    • Remove all BYUH Red Tag stickers from the equipment.

    • Affix these removed stickers to the Disposal Stickers Form for tracking purposes.

  • Deliver to E-Waste Location

    • Transport the equipment designated for disposal to the Facilities Management-approved e-waste drop-off location.

 

 

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