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WKU Surplus

WKU Surplus Program

COVID-19 Announcement: Surplus pick-up requests have resumed with limited staffing and resources. Please expect delays. Alternatively, faculty and staff may deliver items to Surplus by appointment. Surplus "open hours" for viewing and delivereis are by appointment only. To schedule an appointment to view or deliver items, please email elizabeth.gafford@wku.edu or call 270-745-6827. 

WKU Surplus 

WKU Surplus manages all university assets that departmenets no longer needs. This includes furniture, electronics (excluding computers), vehicles, lab equipment, office supplies, and any other item purchased by the university. Items transferred to Surplus are available for reuse on campus first, after which surplus assets may be auctioned on GovDeals.com, transferred to other governmental agencies, donated to local non-profit organizations, recycled, or disposed of in the landfill (if asset is of no value).

Looking for something? 

1. Visit Surplus! But please make an appointment first. Appointments are required to limit occupancy and minimize exposure risks to faculty, staff, students, and visitors. To schedule an appointment, please contact Elizabeth Gafford , elizabeth.gafford@wku.edu or call (270)745-6827. 

2. Get social(from a distance)!  "Like" and check out our Facebook page, WKU Surplus, for featured items. 

What do we have? It depends on the week!  Items include desks, chairs, monitors, office furniture, office supplies, and other miscellaneous WKU property. If you're looking for something in particular, please email Elizabeth Gafford at elizabeth.gafford@wku.edu with a short description of the item(s) you are looking for in the "Subject" line. As Surplus receives many requests for various items, this method allows the Coordinator of Resource Conservation to search her inbox Although we may not be able to respond immediately, we will be sure to email you when that item or something similar to what you've requested arrives in Surplus. In fact, this is one of our favorite parts of the job :)

Does Surplus pick up items? COVID-19 Update: All Surplus Pick-up requests have resumed with limited staffing and resources. Please expect delays.

Departments may contact one of the following approved vendors for moving services: Fireman Moving Company, John Scott Moving Company, or Kentucky Moving. 

Note: ITS continues to pick-up surplus computers. To send a computer to Surplus, please submit the IT surplus form

Does Surplus deliver? COVID-19 Update: Surplus Pick-up and delivery requests have resumed at reduced capacity.

Priority is to complete pick-up requests first, after which delivery requests will be completed. Pick-up requests are completed at no cost to departments; however, departments are charged for all deliveries of Surplus items, and costs are determined based. on the size of delivery and/or quantity of items delivered. Costs associated wth delivery of Surplus items to Departments are as follows:

$50/pick-up truck

$100/box truck  

 Faculty and staff are welcome to pick up items from Surplus by appointment. To schedule an appointment, please email elizabeth.gafford@wku.edu or call 270-745-6827 

What about items for personal use? All items in Surplus are for reuse on campus only. Once an item is no longer needed on campus, Surplus will auction the item on Govdeals.com.

Do you sell items to the public? Yes! But only after we have determined that the item can not be reused on campus. Surplus items are auctioned on a rolling basis on Govdeals.com, and each auction lasts between 7-days and 2 weeks. Please visit Govdeals.com for more information and to register as a Govdeals bidder. 

COVID-19 Update: Online auctions on GovDeals.com have resumed with reduced listings. 

Interested bidders are encouraged to check GovDeals.com frequently. To find items listed by WKU, search "Western Kentucky University" in the search bar on the GovDeals.com homepage. 

Tentative Auction Schedule:
January 15th - 29th
March 15th - 29th 
July 15th - 29th 
October 15th - 29th

More questions? Please contact Elizabeth Gafford at elizabeth.gafford@wku.edu or 745-6827

The Surplus department at WKU is a division of Facilities Management and a part of the Campus Services team. Here in DFM, we believe that we can ultimately find more sustainable ways to reuse and recycle the surplused items on campus. 


Check out these 5 Great Reasons to use WKU Surplus! 


What is the difference between Inventory Control and Recycling & Surplus?


Inventory Control

Inventory/Asset records are maintained in the Banner Finance System. Equipment is defined as non-expendable with a cost of $2,000 or more plus all computers no matter what the cost is. When Purchase Orders are issued for new equipment the equipment is identified by the commodity code and account code used in the Banner system. Each day the Inventory Control Coordinator receives a report that lists newly purchased equipment items that have been received on campus and invoiced. Each equipment item is tagged with an inventory control tag that identifies the item as property of WKU and has a unique identifier and barcode. The serial number, make, model and location are recorded and entered in Banner. Once per year the Inventory Control Coordinator sends a list of assets to each department head along with the attached instructions. The department head is responsible for taking an inventory of the assets in their department and reporting back to the inventory Control Coordinator. Inventory Control is handled through the Purchasing department.

Recycling and Surplus

Asset disposal – Whenever a department no longer needs a piece of equipment or any personal property they are supposed to submit a request to the Surplus/Recycling department to have the item picked up. Those items then become available for reuse by any department on campus that may have a use for them. If there is no interest on campus after 30 days, items can be transferred to other state agencies or non-profit organizations or they can be sold through some sort of public auction or sale. Any items that have no value or cannot be sold are sent to recycling facilities. Very few items that are not recyclable end up in landfills. Electronics recyclers provide documentation that indicates all data has been destroyed and equipment has disposed of in an environmentally friendly manner. Recycling and Surplus are managed through facilities management.



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 Last Modified 3/7/21