1. Complete and submit a State Self-Insurance Claim Report form (pdf) to the OSU Risk Management Office.  (Record the police case number on the Preliminary Report (if applicable)).

1. Complete a Property Disposition Request Form along with copies of the State Self-Insurance Claim Report form.
2. Record the police case number on the Property Disposition Request (if applicable).
3. Submit to Property Management.

1. Remove equipment from inventory.

1. Contact Property Management (541-737-7350) to obtain approval to trade-in state owned property.

1. Review asset records and determines if item is eligible for trade-in.
2. If eligible, grant verbal authorization to department.
3. If not eligible, department is not granted authorization for disposal of equipment via trade-in.

1. Complete a Property Disposition Request (PDR) form available at the Inventory Control website.
2. Submit PDR with Purchasing Requisition (see PRO 209: Acquisition-Trade) and quote form the vendor.

1. Remove traded asset from inventory as new asset is being added to inventory.

1. Complete and submit to Property Management a Surplus Property Pick-up Request (SPR) Worksheet that lists all items to be collected by Surplus Property.  Hard copy and online SPR forms are available on the Surplus Property Website.

1. Review list and verify that all capital assets are eligible for collection and disposal.  (Surplus Property will not collect or dispose of federally or other owned property.)   
2. Schedule an appointment with department (if necessary or requested) for collection of surplus property. 
3. Collect surplus property and relocates it to surplus warehouse. 
4. Send computer generated receipt listing the items collected to the department.

1. Compare items on list to the original pickup request and communicates discrepancies to Surplus Property.

1. Make property available to OSU departments, state agencies or other authorized non-profit organizations.
2. Property not purchased internally will be made available at public sales.
3. Proceeds from the sale of surplus property (less consignment fee) are returned via a journal voucher in the month after the sale occurred.

1. Complete and submit a Surplus Property Pick-up Request (SPR) Worksheet (that specifically identifies the historical asset property tag number) to Surplus Property.  Hard copy and online SPR forms are available on the Surplus Property Website.

1. Schedule an appointment with department (if necessary or requested) for collection of historical asset.
2. Collect historical asset and relocates it to surplus warehouse. 
3. Send computer generated receipt listing the historical items collected to the department.

1. Compare items on list to the original pickup request and communicates discrepancies to Surplus Property. 

1. Makes historical asset available to OSU departments and state agencies.

Note: There are restrictions on the disposal of any asset included on the Historic Properties register. These items may be transferred to another OSU department or another state agency. If a department no longer wishes to keep an asset marked as Historic Property, it should be sent to Surplus Property. Surplus Property will contact the State Parks and Recreation Department (which now handles Historic Properties) and request that they claim the asset or release it for sale or other disposition.

1. At contract or grant closeout, request sponsor's disposition instructions for sponsor owned equipment.
2. Submit a copy of the sponsor's instructions to Property Management.
3. If applicable, submit a copy of the sponsor's instructions to departmental Principal Investigator. 

1. Complete a Property Disposition Request (PDR) Form including information such as the Sponsoring Agency's name, address, telephone number and contact person.
2. Obtain department head signature and send PDR to Property Management.
3. Ship equipment to Sponsoring Agency's contact person.

1. Remove asset record from inventory.

1. Complete a Property Disposition Request (PDR) Form including information such as the owner's name, address, telephone number and the owner's contact person.   
2. Obtain department head signature and send PDR to Property Management.
3. Ship equipment to owner or contact person.

1. Remove asset record from inventory.

1. Prepare a list of potential equipment to be salvaged or cannibalized.
2. Submit list to Property Management and requests approval to salvage or cannibalize equipment. 

1. Audit the asset record to see that the property is OSU-owned and not accountable to a current grant or contract, and that the Surplus Property Program could not get a better value by reselling the property for the department.  (Note:  This process is usually completed over the phone in just a few minutes.)
2. Approve or disapprove request and notifies department of decision.

1. If approved, submit a Property Disposition Request (PDR) Form to Property Management. 

1. Remove equipment from inventory. 

1. Create a list of items to be donated.
2. Complete a Surplus Property Pickup Request (SPR) worksheet listing the items to be donated.

• In the body of the form, type the name and address of the receiving organization as well as a contact name and telephone number.
• If additional space is needed to identify items, attach a memo with the information and the department head's signature.
• Obtain department heads signature on the SPR approving the donation.

1. Submit completed SPR form to Surplus Property department.

1. Post the availability of this equipment in the Warehouse for a reasonable period of time.  If requested by department, picks up property for disposition.
2. If not needed by another department or state agency, Surplus will

• collect the equipment when appropriate,
• verify that the non-profit organization is properly authorized to receive donations before they are allowed to pick up the donation,
• make sure the organization receives the donation, and
• processes the necessary paperwork.