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Online Instructions

Surplus Disposal Request Instructions

Step 1

Select your facility:

  • The easiest way to select your facility is to click your cursor into the facility box and begin typing the name of the building where your items are located. It will begin filtering and you can simply choose your building.
  • Then move on to the room number where your items are located or select “Other”

If you wish to drop off your items at Surplus Stores, click your cursor into the facility box and type “Surplus Stores Bldg”. Next, skip the room number and check the box “Other”. Then you should type “your departments name Drop Off”. Example: Housing and Dining Drop Off. Or WSU Tri-Cities Drop Off.

If your location requires you to use State Surplus in Tumwater, click your cursor into the facility box and type “Surplus Stores Bldg”. Next, skip the room number and check the box “Other”. Then you should type “your extension name State Surplus”. Example: Vancouver State Surplus. Or Mt. Vernon State Surplus. Surplus Stores will use your submitted list to notify State Surplus, so please be accurate with your list of surplus items. Make sure you have your SDR printed and ready for signature when State Surplus shows up.

If you wish to trade in equipment on a new purchase, click your cursor into the facility box and type “Surplus Stores Bldg”. Next, skip the room number and check the box “Other”. Then you should type “your departments name Trade In”. Example: Housing and Dining Trade In.

Step 2

  • Use the drop downs “Category” and “Sub Category” that best describes your item.
  • Once you have selected both categories put in the WSU Inventory number or the Departmental Inventory number.
  • If the system does not find your inventory number follow the onscreen prompt
  • If your item does not have an inventory number, leave the field blank and then add the quantity.
  • In the “Official Description” box, type your item description.
  • Click the “Add” button.
  • Continue this step for each one of your items.
  • If you only have one item scroll down the page for Step 3.

Step 3

Once you are done entering your surplus items, you can use the comments box for any additional information. If you are dropping off surplus at our location, please indicate that along with what day and approximate time you will be coming so we can have someone available to assist you.

Step 4

If you are not your area equipment authority you will need to choose your equipment authority’s name from the drop down list. All SDR’s whether they contain inventoried items or not will require your equipment authority’s approval. This is done to insure items are not sent to surplus that may have an intended use somewhere else in your department.

  • Once you select the correct equipment authority from the drop down list, you can now you can click the “Submit” button.
  • By selecting your equipment authority’s name it will send them an email to approve your SDR.
  • Be sure to remind your area equipment authority to log into myFacilities and approve the SDR.

You will not see a drop down list. There will be a submit button that you will click.

After the items have been picked up by Surplus Stores, You will then need to complete the process in Workday:

  • Search “Find Assets” in the Workday search bar and select the Find Assets report
  • Enter the WSU inventory number, e.g. 345678, into the Asset Identifier box and click ok
  • Click on the blue asset id link (starts with BA___)
  • On the next screen, hover over the asset id link to pull up the “twinkie” actions menu button
  • In the actions menu, hover over “Business Asset” and select “Dispose”
  • Disposal type will be “Surplus”
  • The “Transaction Effective Date” must be in the current fiscal year.
  • Include the SDR #, e.g. 2025-012345, number in the comments

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