Surplus Property
We maintain current information of departmental property inventory, tag new equipment, update inventory records of items valued over $1,000 and approve the transfer of equipment and surplus property.
About Us
The mission of Inventory Control is to maintain accurate and up-to-date records of university property that has a value of $1,000 or more and provide reports for state and federal requirements and insurance purposes. We store and dispose of unusable state property in compliance with Kentucky statutes.
The Surplus Warehouse is open for UofL employees to view and select items every Wednesday from 7:30 a.m. – 3:30 p.m. (closed from noon – 1 p.m.). You can also take unwanted items to Surplus following the instructions below.
Explore Surplus
Policies and Procedures
For the use of all Departmental Inventory Coordinators or other persons who are responsible for university property.
Get Items Delivered
You can get items chosen from the Surplus Warehouse delivered for a fee. Fill out a Chargeable Service Request for Physical Plant to deliver the items.
Send items to surplus
You'll need to complete an online form in order to transfer property from one department to another, including surplus.
Frequently Asked Questions
The Inventory Control / Surplus Warehouse office is located at 1901 S Floyd St. on the Belknap Campus and is open Monday through Friday, 7:30 a.m. to 4:00 p.m. (closed noon to 1 p.m.). The Surplus Warehouse is open for UofL employees to view and select items on Wednesdays, 7:30 a.m. to 3:30 p.m. (closed noon to 1 p.m.).
The Surplus Warehouse is open for UofL employees to view and select items on Wednesday, 7:30 a.m. to 3:30 p.m. (closed noon to 1 p.m.). Although you can call 852-2986 to ask if a particular item is in the warehouse, you must visit the warehouse to determine if it fits your needs and to reserve it for department use.
The Surplus Warehouse is open to all department personnel to inspect and select items to be transferred to their department. There is no charge for equipment selected.
Fill out a Chargeable Service Request for Physical Plant to deliver the items for a fee. There is no charge if the department personnel take the items with them.
In accordance with KRS 164A575(7), University-owned property can be disposed of by sale to the general public by sealed bid or auction, both of which must be preceded by adequate notice to the general public of the sale. If an employee wishes an item for personal use, he/she may attend a Surplus Auction as a member of the general public.
Auctions are held when the Surplus Warehouse reaches capacity. The auction is open to the public and is the only way that a UofL employee may purchase University-owned property for personal use.
You will need to fill out an online form for Physical Plant to pick up the items. If any of the items have a tag barcode number, please fill out the Property Transfer over $1,000 (TRANOVER) form. If NONE of the items have a tag barcode number, please fill out the Property Transfer under $1,000 (TRANUNDER) form.
Physical Plant determines the schedule for pick-up and delivery to the Surplus Warehouse. You can send emails to their service account at phyplant@louisville.edu to inquire when the pick-up will be scheduled.
Yes, department items can be dropped off by UofL employees Monday through Friday, 8am to 4pm (closed noon to 1pm).
The Surplus Warehouse can accept working refrigerators only. If a refrigerator is not working, the department must fill out a Chargeable Service Request to Physical Plant for refrigerant & oil removal and to dispose of all refrigerators and freezers. A fee is charged to the requesting department.
The Surplus Warehouse will not accept items that contain or have contained hazardous materials. Please consult the Department of Environmental Health and Safety when disposing of such materials or affected equipment.
Surplus computer equipment must have the Computing Device Surplus Certification (CDSC) label affixed to each computer certifying that Tier One or other qualified support staff have properly eradicated data on the computing device. Surplus will not accept the computing device without the CDSC label.
The Surplus Warehouse currently contracts with a third party vendor to recycle the following items: laptops/notebooks, monitors, televisions, printers, servers, copiers, fax machines, RAM/memory, hard drives and miscellaneous peripherals such as keyboards, mice and power cords.
Effective 2/11/13, the Surplus Warehouse will begin to accept CDs, VHS tapes, audio cassettes, floppy disks and DVDs for recycling. These items must be sent to the warehouse without cases or sleeves. Do not send electronic media that contains sensitive or University proprietary information. Refer to Information Security Office Policy IS PS016 for the proper disposal method of electronic media containing sensitive information.
In accordance with KRS 164A.575(7), University-owned property also can be disposed of by donation to a nonprofit organization that is exempt from taxation under Section 501(c)(3) of the Internal Revenue Code, excluding religious organizations. See Purchasing Policy 14.00 for a full explanation of disposal by donation.