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State Agency or Entity Surplus Property Transfer and Disposal Process

When an agency has State property that it no longer has a need for, determining if it is useable is important prior to sending it to Surplus to maximize labor efficiency and mitigate transportation costs.

How to tell if items would be considered usable:

  • Does it still perform its original function?
    • Yes: Usable / No: Non-Usable
  • Does it have missing or broken components?
    • Yes: Non-Usable / No: Usable

Transferring Usable Surplus Property:

  • Usable item(s) can be transferred directly to State Surplus via SAP or AssetWorks (Recoup) which will generate a transfer number.
  • Please contact Thomas Whitehead (thomas.whitehead@illinois.gov) for assistance/training.
  • Email the transfer number to the State Surplus Property Control Officer (PCO) JR Pickett (jr.pickett@illinois.gov) to schedule a delivery date.
  • If your agency does not have the means to deliver to the warehouse, please arrange for a pickup with the State Surplus PCO above.

Disposing Of Non-Usable Property:

  • Non-usable property must obtain a request for deletion or disposal in SAP.
  • Once approved, the agency can proceed with the disposal by either agency dumpster, taken to the local scrap yard, waste disposal service, or a recycler depending on what the property is.
  • All electronic surplus property must to follow the e-Cycle process detailed at the following link: (https://cms.illinois.gov/agency/recycling/e-cycle.html).

State Agency/Entity Surplus Property Acquisition Process:

  • Email the State Surplus Property Control Officer (PCO) JR Pickett (jr.pickett@illinois.gov) and copy State Warehouse Manager Mike Sisti (mike.sisti@illinois.gov) with a note detailing the property that you are looking for and what day you would like to visit the warehouse.
  • State agency/entity Property Control Officers (PCOs) can visit the warehouse and “shop” between 12:30PM-3:30PM, Monday through Friday.
  • If you find items that your agency/entity can use, fill out a property tag (completely, if not, the tag will be removed) and attach it to the item(s) you would like to have for your agency.
  • It is the agency’s/entity’s responsibility to pick up the items within ten (10) days.
  • If the item is not picked up after the ten (10) days, the tag(s) is removed and made available for another agency/entity or public auction.
  • When items are picked up from the warehouse, a zero-dollar ($0) invoice will be created with the items on it and emailed to the Agency/Entity PCO for their records.
  • Any items in the warehouse or in the yard that have a sticker on it with a 4-digit number are not available as they have either been sold or currently listed on the iBid public auction.
  • All items besides medical equipment, vending machines, and certain electronics (i.e., computers) are available for agencies/entities to tag and acquire.