Why This Matters!

When University-owned equipment is no longer needed or is no longer functioning, it must be properly surplused following University and State of Illinois guidelines. This ensures that inventory records remain accurate, data is securely erased, and property is disposed of responsibly.

Step 1: Determine if the Equipment Should Be Surplused

Equipment should be sent to surplus if it meets ANY of the following conditions:

• It is broken, outside the repair warranty window (3 years), and the cost of repair exceeds the value of the computer.

• It is obsolete or outside the Extension IT support window (typically older than 7 years).

• It cannot be upgraded to meet current security or system requirements.

Computers running Windows 10
Any computer still running Windows 10 that is not a Dell Latitude 5510 or newer can no longer be upgraded to Windows 11 and should be prepared for surplus.

Step 2: Securely Wipe All Data (Computers Only)

Before any computer can be sent to surplus, all data must be securely erased.
Simply deleting files or reformatting the drive is not sufficient—data can still be recovered.

Use one of the approved secure-erase methods below based on the computer’s capabilities:

• How to Data Wipe a PC (Dell Data Wipe) – Recommended for most Dell business PCs (2015 and newer).

• How to Data Wipe a PC (Using Parted Magic) – For older systems that do not support Dell Data Wipe.

• How to Determine Hard Drive Type – Helps identify whether the drive uses HDD or SSD technology so you can choose the correct wipe option.

• How to create a bootable USB drive for Secure Erase – Instructions for creating a USB stick to run the wipe utility.

Step 3: Tag the Equipment

Each device being sent to surplus must have a University of Illinois Surplus Equipment Disposal Tag attached.
This tag confirms the item has been reviewed and securely wiped (if applicable).

1. Download the tag: Surplus Equipment Disposal Tag (Word Doc)

2. Fill out the required information, including:

   • Unit or County Office

   • UTag/PTag number (if available)

   • Description of the item

   • Condition (e.g., Working, Broken, or Scrapped)

3. Attach the tag securely to the device so it is clearly visible.

Step 4: Prepare Surplus Documentation

All University-owned items must go through the official surplus approval process.
Do not throw away, donate, or sell University equipment.

1. Verify the tag and wipe status

   • Confirm that the computer has been tagged and securely wiped (if applicable).

   • If the device is inoperable, include a note on the tag indicating it could not be powered on or wiped.

2. Complete the Surplus Scrap Disposal Request Form (SD Request)

   • Include the following details:

     • Unit or County Office

     • Warehouse location (Urbana or Chicago)

     • Description of each item and its condition

     • Serial number and/or UTag/PTag

     • Whether the item is usable or scrap

   • You may also include additional items such as monitors, docks, cables, printers, or furniture. List quantities and serial numbers if available.

3. Submit the form for approval

   • Email the completed SD Request Form to Amy Theobald Ross in the Extension Business Office.

   • Amy will forward it to University Property Accounting & Reporting (UPAR) for review and approval.

   • Once approved, Amy will return the form with an assigned SD identification number.

4. Schedule delivery

   • After receiving the SD number, contact the surplus warehouse (Urbana or Chicago) to schedule a delivery appointment.

   • Deliver the equipment within 30 days of approval.

5. After delivery

   • UPAR will notify Amy once the surplus is processed.

   • Amy will then update the Inventory Dashboard to reflect that the items have been moved to inactive status.

Where to find the form & tags:

• Surplus Scrap Disposal Request Form (2025) (Excel download)

• Scrub tag templates: Big Tags (10 per sheet), Small Tags (30 per sheet)

• All documents can also be found on the Fiscal page of the Intranet Portal under the Inventory / Equipment Loan section.

• The Inventory Info Form (for new equipment needing UTag/PTag assignment) is in the same location.

Step 5: Handling Docks, Monitors, and Accessories

Accessories such as docking stations, monitors, and cables do not require data wiping, but they must still be included on the Surplus Scrap Disposal Request Form with the following details:

• Quantity

• Description or serial number (if available)

• Condition (e.g., working, broken, scrap)

Docks

Tip:
Before surplusing a dock, confirm whether it is still compatible with your office’s current or incoming computer models.

Monitors

• • Surplus monitors that have only VGA or DVI connections.

  • Surplus older Dell monitors with a square 5:4 aspect ratio, as these models are considered outdated and no longer compatible with most modern computer setups.

  • Keep monitors that have HDMI, DisplayPort, or USB-C connections, as these are compatible with current systems.

Tip:
If a monitor is over 7 years old or cannot display in widescreen (16:9) format, it can be safely included in your surplus request. 

Questions or Assistance

If you have questions about the surplus process or need help preparing your documentation:

• Surplus and Inventory Questions:
  Contact Amy Theobald Ross in the Extension Business Office for assistance with the Surplus Scrap Disposal Request Form, UPAR approval, or inventory updates.

• Technical or Wipe Assistance:
  Contact the Extension IT Help Desk for help securely wiping computers or identifying hardware compatibility before surplusing.

Reminder: All University-owned equipment must be processed through the official surplus system to comply with University and State of Illinois property management policies.