Surplussing Equipment

SOMBS Capital Assets and Surplus Form and FAQ

SOMBS FIRM Website

SOMBS: Surplus Request Form

Soft launch spring 2025. Any issues accessing the form please contact @FIRM VBS

SURPLUS INSTRUCTIONS (as referenced on the BCHM website and also in the TEAMS group for “BCHM Lab Communications” under “Tips and Procedures” tab)

All new surplus requests for items located in VUMC buildings should be submitted through the SOMBS Surplus Request Form. These requests are overseen by Daniella Souchet. You may contact her directly at danielle.souchet@vanderbilt.edu after your request is submitted through the new form. If necessary, contact firmteam@Vanderbilt365.onmicrosoft.com for details.

• VUMC-owned buildings are: LH, PRB, RRB, MRBiv.
• Surplussing is the responsibility of and will be communicated by individual labs, with the main dept office available for guidance.
• If any item is high dollar or has an asset tag on it, Diane Denson will be involved in capital asset equipment tracking (for tax purposes).
• If contaminated, will need to be appropriately cleaned & have biohazard form attached to item being hauled off.
• If computer or e-waste, check with FIRM to see if the Basic Sciences IT team can surplus the item. Must be cognizant of any data which may be stored on it, security concerns. Do NOT leave e-waste in the hallways.
• If it’s something really small and/or non-hazardous, may be able to directly dispose of items into the regular trash.
• If it’s something LARGE, we’ll need to coordinate with FIRM to have movers come get it and take to surplus.

Capital Assets and SOMBS Surplus FAQ:

• What happens to the online form once completed? A confirmation email will be sent and FIRM will be notified of the new submission. The submission will be added to the list for pickup.
• Will a representative from FIRM schedule a pickup time of the item? FIRM will arrange a quarterly pick up of all items on their list. Specific pickup times will not be given due to rescheduling purposes.
• Should you place equipment in the hall for pickup? Do not place any equipment in the hall for pickup. Please clearly identify the equipment with a clear photo and description when submitting your form.
• Should you put a printout of your surplus form on the item in your lab? No need to place a printout of the form on the item if the form is filled out correctly.
  
• Will SOMBS IT team retrieve e-waste? Yes. Any e-waste can be submitted through the same online form. You will need to remove the hard drive prior to pickup.
• Will FIRM retrieve items that require disinfecting? Yes. Any items that need disinfecting can be submitted through the same online form. The form must be attached to the item once disinfection in complete. Please note that FIRM does not handle the disinfecting of lab equipment.
• How does this affect the “new protocol for capital asset form” procedure? Before (FIRM) proceeds with scheduling any item for pick up, Josh Luffman will assess all items for remaining net value. This might delay your item being disposed of since a Property Transmittal Form will be needed.