Completing a Surplus Pickup Manifest

In order to complete pickup requests more efficiently and facilitate better accounting procedures Surplus Property will be requiring all surplus pickup request to be accompanied by a pickup manifest.

Surplus pickup requests are often vague and often we do not know what exactly is being picked up until student workers arrive. Sometimes faculty/staff will also add items to "the pile" after Materials Management staff inspected it themselves. In both cases MMS staff spends more time completing the request than originally anticipated which can delay other requests in our queue or impact other requests on our daily schedule.

General Procedure

1. Once your surplus pickup request has been received by Materials Management you will be contacted via email with a request to complete a manifest (if you have not already submitted one)
2. Do not combine multiple requests onto a single manifest form. Each manifest is distinct and applies to one customer request only.
3. Completed manifests should be submitted as an attachment to the work order (if using Ready) or through email to surplus@pdx.edu (please reference the customer request number in the subject line if you send it as an email).
4. Once the completed manifest has been received and reviewed your request will be approved.

Requestor Details

Complete the Requestor Name, Department, Phone # and Email fields with your contact information.

Leave the field WO# blank; Materials Management will complete this field once your request has been approved.

Item Details

Asset Tag

Fixed or tracked assets will have stickers with a number or barcode. Tags may be white or green with a barcode, green foil stickers, or yellow paper depending on the age of the item. See below for examples. This asset tag number is different from any internal property tag numbers your department may use. If you cannot locate an asset tag on the property you may omit it.

Item Description

• Short description for a singular item, or a general description for multiple identical items (e.g. "wood desk", "metal desk", "desk with return", "classroom table", "office chair", "computers", etc.).
• Dimensions are helpful and do not need to be exact.
• The description does not need to be exhaustive, but it must be clear ("box of office supplies" is preferred vs. "1 stapler, 2 binders, ...")

Qty

Quantity of the described items to be picked up. Only the exact number of pieces written will be picked up. For example: if your manifest says there are two office chairs to be picked up only two office chairs will be picked up regardless of how many there actually are. Any additional items not listed on the manifest will require a additional work order request.

Condition

Broken furniture (or actual trash such as papers, cardboard boxes, etc.) may be assessed a charge for disposal. If you have questions regarding the condition of your furniture please email surplus@pdx.edu with photographs or to request an in-person inspection.

• Good - minor cosmetic damage consistent with daily use (scratches, scuffs, etc.)
• Broken - the furniture is broken (desks that cannot stand on their own, chairs with heavily stained or torn fabric, missing veneer, office chairs with malfunctioning gas tubes, etc.).