DISPOSING OF WYOMING STATE SURPLUS PROPERTY

• What is the Wyoming Surplus Property Program?
• What is State Surplus Personal Property?
• Where is Wyoming Surplus Property and what are the hours of operation?
• Who is the Contact Person?

NON-COMPUTER FIXED ASSET ITEMS

• How do I surplus my non-electronic items?
• Can I use the printouts of the FD documents instead of completing a PP-4?
• What do I do with the PP-4 once it is completed?
• What happens once I submit the PP-4 form?
• What happens if an item that I am disposing of is not usable?
• How do I dispose of or destroy a nonworking or broken non-electronic item?
• What if I deliver the non-electronic surplus items to the warehouse?
• How can I tell if all of my items were received at Wyoming Surplus Property?
• What if a non-electronic item is found to be in nonworking condition and both the WSP staff and the agency representative verify the item is useless?
• Are there times when I do not have to use the PP-4 disposal request?
• How can I give or sell a surplus item to another state agency?
• How do I donate surplus items?

COMPUTER AND COMPONENTS, ELECTRONIC DEVICES AND ELECTRONIC MEDIA

• What about disposal of computers and other electronic items?
• What must I do before disposing of my computer, computer equipment or electronic item?
• How do I physically prepare my computer equipment for transfer or disposal?
• Can I send my computer equipment to the Information Technology Division's Equipment Service Center (ESC) to be sanitized?
• What if, after offering the computer equipment within my agency and to other agencies, no one requests that the equipment be transferred?
• How do I dispose of computer and electronic equipment?
• How do I dispose of computer and electronic equipment that is located outside of Cheyenne?
• Can I buy my office computer directly from the state once it has been declared "surplus"?
• How do I know that my computer equipment has been received by the recycler and how do I then get it off the fixed asset system?
• What about computer software?
• How do I subscribe to the surplus email lists?
• What about hazardous materials?

Welcome to the Wyoming Surplus Property (WSP) Program. The program's priority is to receive and effectively redistribute usable surplus items from state agencies to other state agencies, governmental entities and private non-profit organizations. The State Surplus Property Program operates under the statutory authority of 9-2-1016(b)(i)(v)-(viii)(x) (c)(d)(e)(f).

This guide is designed to help you through the surplus process so that you can accomplish your surplus property actions as quickly and efficiently as possible.
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What is State Surplus Personal Property?

State surplus personal property is any item either purchased in total or in part with state funds that is non-consumable and non-expendable and is no longer needed by the owning agency. For the purposes of disposing of surplus property, the procedures are written below for two types of state property:

• all non-computer fixed asset items; and
• fixed asset items that are computers and components, electronic devices and electronic media

Where is Wyoming Surplus Property and what are the hours of operation?

Location: 2045 Westland Road, Cheyenne, Wyoming 82002-0060
Phone: (307) 777-7901 Fax: (307) 634-5710
Email: SURPLUS_PROPERTY@wyo.gov
Hours: Monday through Friday 8:00 am to 5:00 pm
Closed Holidays and Weekends
(Cash Sales 9 a.m. - 4 p.m.) << back to top

Who is the Contact Person?

Gayleen Wyant, Surplus Property Manager
2045 Westland Road
Cheyenne, WY 82002
307-777-7901 Fax - 307-634-5710
gayleen.wyant@wyo.gov

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NON-COMPUTER FIXED ASSET ITEMS

How do I surplus my non-electronic items?

When an agency wishes to surplus items, a Property Disposal Request for non-electronic items (PP-4) form must be completed. This form can be downloaded here.  The form can be used for disposing of fixed asset items that have an acquisition cost of $500 or greater, as well as items with an acquisition cost of less than $500. If a surplus item has an acquisition cost of $500 or greater, you will also have to enter a Fixed Asset Disposition (FD) document on WOLFS (Wyoming Online Financial System) Asset Subsystem in order to record the disposal of the fixed asset.
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Can I use the printouts of the FD documents instead of completing a PP-4?

No. You may use the printouts of the FD documents from WOLFS for informational purposes and internal records, but all information must be entered on the PP-4 with one item per line. The form can be downloaded as a template and can be completed on line. Additional pages can also be downloaded if necessary. Please attach copies of the FD documents to the PP-4s sent to WSP.
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What do I do with the PP-4 once it is completed?

The original of the completed PP-4 will be sent to WSP by inter-office mail. WSP will hold the original documents for use during inspection and pick-up of the items going to WSP. WSP personnel will use their copy of the documents during inspection and pick-up. If you have questions relating to the receipt of the PP-4 you sent WSP, please call  to inquire. WSP will no longer be accepting these documents by SYSM.

Remember:

• WSP cannot accept surplus items without first receiving a copy of a completed PP-4 with the items listed.
• If you have additional property items to send to WSP after you have completed and submitted the PP-4, you must complete another separate PP-4 and send a copy to WSP.
• You may fax a PP4 to 634-5710
• Please do not remove State Asset Tags. This will be done by WSP personnel as part of the check-in procedure.
• Surplus items cannot be given or sold directly to state employees or the general public.
• Have all items stored in one location for pick-up.
• Assign an agency representative that will work with WSP personnel and be sure that person and contact information has been listed on the PP-4.
• Please see checklist to make sure you are ready for Surplus to pick up your items. Click for the checklist.

What happens once I submit the PP-4 form?

PP-4s will be processed in the order that they are received. Depending upon the number of PP-4s already in the queue, it may be a minimum of 2 to 5 days to a maximum of 5 to 7 days before your surplus items are picked up. If your agency representative is not available on that day, please call WSP to schedule a different day. To avoid having surplus items clogging up walkways and office space, which is against fire code and is a safety hazard, please submit the PP-4 well enough in advance, noting the date you expect to receive new items, so that WSP can schedule the pick-up as close as possible to the date you will receive new items. Please do not move unusable and unwanted items into the walkways.

WSP will make one of the following determinations involving your surplus items that are ready for pickup and then act as follows:

Upon inspection at time of pickup if an non-electronic item is found to be in working condition:

• It will be manually checked off as received on both the WSP original PP-4 and the agency copy of the PP-4; and
• Both the agency representative and the WSP person will sign both copies of the PP-4, and then the items will be transported to the WSP warehouse.

• A notation and initials will be made beside that item on both the WSP original PP-4 and the agency copy of the PP-4 by both representatives;
• The agency representative will be directed to complete a Certificate of Destruction, which can be downloaded here.
• The agency will then be responsible for destroying the item and providing a witness, with signatures on the certificate. See directions below.

After WSP receives the completed and signed Certificate of Destruction for items that have been destroyed and if the acquisition cost of the item(s) is equal to or greater than $1500, the corresponding FD will be approved and marked as disposed on WOLFS by WSP.

The approval of FDs will be done electronically on the WOLFS system. Please do not send a copy of the FD document to WSP.
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What happens if an item that I am disposing of is not usable?

If an agency has thoroughly inspected a non-electronic item to verify it has no value and has declared it worthless, then the item is not usable in its current condition and cannot be resold. Contact WSP for approval to destroy any State items. At that time WSP will then give approval to the Agency.

A completed Certificate of Destruction Form must be sent to WSP. The certificate requires a signature of the state agency representative along with a witness, and is then sent to WSP. The agency will also have to complete the FD document on the WOLFS Fixed Asset Subsystem.

The appropriate disposal of useless or junk items is necessary for effective property management and control, but please remember that WSP is not intended to serve as a dumping ground for useless or junk items. Although a completed Certificate of Destruction form is required before property can be destroyed, the approval process is intended only to document that the destruction is authorized and appropriate. You or someone in your agency are responsible for the proper destruction of your useless or junk items.
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How do I dispose of or destroy a nonworking or broken non-electronic item?

State agencies have the authority to dispose of and destroy unusable and broken surplus property items after the Certificate of Destruction Form asking for destruction is approved by WSP. Please remove the state asset tag from the items before disposing of them. The agency may place the non-electronic items in a dumpster or transport the items to a landfill. Before transporting, the broken item should be destroyed or dismantled, rendering the item unusable. If the item is too big or bulky to be handled by the agency, contact Surplus Property at 777-7901 and for a fee, they can pick up the item and the State Agency will be responsible to pay for the disposal fee.
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What if I deliver the non-electronic surplus items to the warehouse?

You will first need to indicate on the PP-4 original sent to WSP that you will be delivering the property to the warehouse. Once you are notified by WSP that they have received your PP-4, and have scheduled your PP-4 for a date and time, you may deliver the property to the warehouse and the check-in procedure will be the same as above for picking up property at the agency's site.
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How can I tell if all of my items were received at Wyoming Surplus Property?

After arriving for pick-up on the agency site, WSP staff will reconcile the items listed on the PP-4 with the items staged for pick-up in the presence of the owing agency's representative. Once both the agency and the WSP personnel sign the original PP-4, it is no longer the agency's responsibility if the items do not arrive at WSP. Likewise, it is not the responsibility of WSP if items that had been staged for pick-up are missing at the time WSP personnel arrive for inspection and pick-up. If there are items missing at the time of pick-up, a notation and signature will have to be made on both the original and the copy of the PP-4 beside the item, and both parties will have verified that the items are missing by signing the PP-4s.

There should not be any discrepancies at this time after both WSP staff and the owning agency's representative have signed the PP-4 documents.
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What if a non-electronic item is found to be in nonworking condition and both the WSP staff and the agency representative verify the item is useless?

If there are any items deemed to be in nonworking condition at the time of pick-up, those items are noted on the PP-4 beside the listed item. After both parties sign the PP-4 documents, approval for destruction has been granted and it is no longer WSP's responsibility for the proper processing of items for destruction. The agency representative will go through the destruction procedure and WSP will wait to approve the FD on the WOLFS system until after they receive the Certificate of Destruction from the agency.
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Are there times when I do not have to use the PP-4 disposal request?

A Certificate of Destruction Form will have to be completed and sent to WSP even for circumstances when WSP will not need to go to the agency's site for inspection. These are the cases where a fixed asset:

• needs to be destroyed or has been destroyed due to unforeseen circumstances; or
• has been lost or stolen.

The only instance when a PP-4 will not have to be completed and sent to WSP is when a fixed asset is transferred to another agency. Adjustments to inventory on WOLFS made under these circumstances should be handled within each agency. See below. Keep in mind that your agency is responsible for maintaining its own asset inventory records and making any necessary entries in the WOLFS Fixed Asset Subsystem. However, WSP will need to approve an FD in the case where a fixed asset has been destroyed, lost, or stolen.
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How can I give or sell a surplus item to another state agency?

Surplus property can be transferred from one state agency to another state agency without charge if the owning agency wishes to do so. When appropriate, agencies are encouraged to transfer useful items from one agency to another without charge. WSP has set up email lists for agencies to list usable items that they wish to make available to other agencies. See below for directions on how to subscribe to the lists.

A PP-4 is not required for this process, but the transferring agency must complete a Fixed Asset Transfer (FT) document to transfer ownership to the receiving agency on the WOLFS Fixed Asset Subsystem. The receiving agency must complete a Fixed Asset Change (FC) document to change the tag number, if applicable. This is required for a new tag since the agency number is part of the asset tag number. The transferring agency and the receiving agency must complete the FD and FC processes within the same month.

How do I donate surplus items?

Agencies can donate surplus items to any non-profit organization or school. No computers can be donated to any schools. When eligible units indicate an interest in State of Wyoming property it will be distributed on a fair and equitable basis based on their relative needs, resources and ability to utilize the property, by Wyoming Surplus Property.
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COMPUTER AND COMPONENTS, ELECTRONIC DEVICES AND ELECTRONIC MEDIA

Because the disposal of computer components along with other types of electronic devices, is considered to be e-waste, it must be managed by professionals who are knowledgeable in the disposal and recycling of potentially harmful materials. The Dept. of A&I, General Services Division, has entered into a contract with an electronic disposal/recycle firm to manage the state's e-waste. Tatooine Electronics of Cheyenne (pronounced TA-too-een), will charge each state entity 14 cents per pound to pick up and dispose of computer monitors, CPUs, keyboards, printers, laptops and all other peripherals (modems, hard drives, etc). Also included in electronic devices are fax machines, televisions and VCR equipment, typewriters, telephones, calculators, and basically, any item that can be plugged in to an electrical outlet. From this point forward, all of these items will be referred to as computers, computer equipment, and electronic items.

All computers and other electronic items must be brought to a collection center to be picked up by the recycler and cannot be disposed of in a dumpster or a landfill.
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What must I do before disposing of my computer, computer equipment or electronic item?

Before disposing of computers and other electronic items, an agency must make every effort to offer usable equipment to other divisions within their own agency and to other agencies in an effort to help recycle usable assets within the State of Wyoming. This can be done by asking IT managers and staff within your agency if they are interested in the used computer equipment you wish to dispose of. Also, WSP has set up email lists for agencies to list usable computer equipment, as well as other fixed asset items, that they wish to make available to other agencies for sale or transfer. See below for directions on how to subscribe to the lists. Remember, if an item is transferred to another agency, a PP-4C is not required for this process, but the transferring agency must complete a Fixed Asset Transfer (FT) document to transfer ownership to the receiving agency on the WOLFS Fixed Asset Subsystem. The receiving agency must complete a Fixed Asset Change (FC) document to change the tag number, if applicable. This is required for a new tag is since the agency number is part of the asset tag number. The transferring agency and the receiving agency must complete the FD and FC processes within the same month. << back to top

How do I physically prepare my computer equipment for transfer or disposal?

All computers must be sanitized (all data and software removed) before leaving an agency in accordance with the Policy on Preparation of Electronic Devices and Media for Disposal, which can be reviewed at http://cio.state.wy.us/standards/srce/web/default.htm

Using the format drive utility that is part of a computer's operating system software does not sufficiently remove data from a hard drive. A utility program designed specifically for wiping hard drives is essential and can be obtained from ITD's Equipment Service Center.

Please do not remove the state asset tags before checking in to the collection center.
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Can I send my computer equipment to the Information Technology Division's Equipment Service Center (ESC) to be sanitized?

Yes, but…the sanitization or wiping of hard drives will be a low priority task for the Equipment Service Center (ESC) that will be superceded by hardware repairs, service calls, and other tasks. The agency has two location choices at which hard drive wiping can occur:

• the Cheyenne ESC office along with any ESC field office for state offices outside of Cheyenne, or
• on-site at any agency office.

Remember:

• ESC will not handle disposing of PCs for an agency and will not transport PCs to a disposal site.
• ESC does not have space to store PCs and will not store old PCs for agencies.
• If an agency has a higher priority need to have PC drives wiped and returned in a short time frame they can contact ESC about determining a cost for providing this service within the specified short time frame.
• ESC has copies available of the software used to wipe hard drives, at no cost. Call 777-6500 to get a copy.

What if, after offering the computer equipment within my agency and to other agencies, no one requests that the equipment be transferred?

Once you have offered equipment to others within your agency and to other state agencies, and you still have the items, then you will need to fill out a Property Disposal Request for Computer and Electronic Items (PP-4C) to dispose of the items. A copy of the PP-4C can be downloaded here.

Remember, if a the item has an acquisition cost of $1500 or greater, you will also have to enter a Fixed Asset Disposition (FD) document on WOLFS (Wyoming Online Financial System) Asset Subsystem in order to record the disposal of the fixed asset.

How do I fill out the new PP-4C form?

Please note that it is a different form than the PP-4 and asks for different information. The PP-4C requires:

• The state asset tag number;
• The division name;
• The description of the item, one item per line;
• And the item's serial number.

A completed copy of a PP4-C for all computer equipment must be attached to when taken to recycle drop area. Original of the PP4-C must be sent to WSP to be processed and signed.

How do I dispose of computer and electronic equipment?

After the computers are sanitized as described above by your agency's IT Staff, and you have completed a PP-4C, you will need to contact one of the following A&I Surplus Property Representatives for a drop-off appointment at one of the two collection centers:

• For drop-off at the Herschler Building:Call Procurement at 7253
• For drop-off at the Emerson Building:Call Director's office at 7201

• Emerson Building Wednesdays 8 am to 12 pm
• Herschler Building Wednesdays 1 pm to 4 pm

At the time of drop-off you will need to present the a copy of the PP-4C. As each item is checked in, the collection center person will check off each line item on the copy and the agency representative will verify by checking off on the original. If an item is missing, a notation will be made beside the line item. After all items have been checked off, both the agency representative and the collection center person will sign the copy of the PP-4C. The original goes to WSP.
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How do I dispose of computer and electronic equipment that is located outside of Cheyenne?

You will need to deliver the items to one of the two drop-off locations in Cheyenne. Call WSP for more information
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Can I buy my office computer directly from the state once it has been declared "surplus"?

No. State employees cannot buy surplus computers directly from the state. Employees may, however, contact Tatooine Electronics to purchase refurbished computers that previously belonged to the state. For more information go to their website at: http://www.tatooineinc.com
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How do I know that my computer equipment has been received by the recycler and how do I then get it off of the fixed asset system?

You will have already entered an FD into the WOLFS system. You will receive a Recycle Certification Certificate from the recycler, Tattooine. Once you send the original of the PP4-C to WSP for items that have been sent to the collection center and have been picked up by the recycler, and if the acquisition cost of an item is equal to or greater than $1500, the corresponding FD will be approved and marked as disposed on WOLFS by WSP.

The approval of FDs will be done electronically on the WOLFS system. Please do not send a copy of the FD document to WSP.
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What about computer software?

With the exception of a CPU's (Central Processing Unit) originally installed operating system (i.e., DOS, Windows etc), the WSP contractor cannot accept computer software. It is each agency's responsibility to ensure computer software and hard drives on working and non-working computers do not contain software or agency sensitive data. Agencies are responsible for sanitizing the hard drives.

As agencies prepare computer equipment for surplus, please ensure that it does not contain copies of software and that the hard drives contain only the originally installed operating system.

Agencies that wish to dispose of computer software should check their vendor contract for the particular software to determine disposition. If such guidance is not available, the software should be destroyed.
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How do I subscribe to the surplus email lists?

Two mailing lists have been set up on the A&I Intranet for agencies to send emails about usable computer equipment or other fixed asset items that an agency wishes to make available to other agencies for sale or transfer. You may subscribe to the list by entering the web site at: http://wyweb.state.wy.us and clicking on State of Wyoming Email Lists. Once you subscribe, you may send an email that lists the property you wish to dispose of and/or receive emails listing property available at other agencies. Please remember that any equipment to be sold to the public or non-state agencies must go through Wyoming Surplus Property by using the PP-4 disposal form.
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What about hazardous Materials?

WSP cannot accept hazardous or toxic waste. When these items are declared surplus, it is the agency's responsibility to ensure that the materials are disposed of properly.

SUMMARY OF FORMS USAGE FOR DISPOSAL OF PROPERTY