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4.1 Reutilization

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Policy Contact

Scott O. Ray, CPPM
Assistant Director
Property Management Office

1. Overview

Reutilization and re-purposing of property is a priority at Stanford.   Items in operable condition that are no longer needed should be made available to all University departments via the Stanford University Reuse Website for potential reutilization (for Stanford business purposes only) and to help minimize unnecessary expenditures. This way, the University maximizes the benefit of the items and saves costs of unnecessary duplicative purchases.  Items posted and not re-utilized are subsequently declared excess and processed for disposition.  

The Furniture Reutilization Program is an additional resource available to Stanford departments seeking to acquire or dispose of furniture.  Details of this program and how to utilize its benefits are explained in a later section of this chapter.

2. Reuse Website

The Stanford University Reuse Website is Stanford’s on-line mechanism for staff and faculty having a Stanford University Network ID (SUNet ID) to advertise usable items they no longer need and are willing to transfer to another department.  Inter-departmental transfers are either for free or for compensation via a transfer of funds.

When a transfer of funds is involved, a journal is created to move the funds.  The accounts used in the transaction must be unrestricted Stanford funds, and the Expenditure type (ET) 58510 should be used for both the debit and the credit lines of the journal.

Departments can also create a wanted posting for items they need.  In addition to capital equipment, departments may also want to post non-capital item or supply needs, (e.g. furniture, toner cartridges, office equipment, scientific equipment, lab supplies, etc.).

Items acquired through the Stanford University Reuse Website must be used by Stanford departments for University business. The website and the items acquired cannot be used for personal purposes, nor taken home for telecommuting needs.

3. Furniture Re-utilization Program

Stanford’s Furniture Reutilization Program is jointly managed by the Property Management Office (PMO) and the Surplus Property Sales department (SPS).  The program is a resource to departments providing cost savings, expedient availability and opportunities to acquire furniture at little to no cost while reducing waste and landfill. 

Program Overview

The furniture reutilization program is a means by which departments can obtain furniture at little or no cost, other than the costs involved in transporting it to the location in need.  Departments or projects with excess furniture are encouraged to make the items available for the program.  The program maintains warehousing space in Redwood City, where furniture is stored until needed.  Furniture in the program is for Stanford business use only, and may not be relocated to private business or residential locations.

Obtaining Furniture for your Office

If you are interested in obtaining furniture for your office, contact the PMO Reutilization Specialist. Visits are by appointment only, and may require scheduling well in advance. Once you have selected the furniture, you must make arrangements to have the materials relocated to the campus location – this can be via UG2 Services or by whatever alternative means may be arranged.  The program does not have a deli0very service.  Please try to have the items relocated within two weeks, and be sure to coordinate with the PMO Reutilization Specialist in making these arrangements, to ensure the scheduling is able to be accommodated.  As noted above, this site is not staffed on a regular basis.

Excess Furniture Collection Process

To have furniture that is no longer needed removed, please coordinate with your Department Property Administrator (DPA).  This may be done using a customer-funded work request through the Building and Grounds Maintenance (BGM) web site, or via an external moving company. 

If via BGM, furniture will be picked up and delivered to Surplus Property Sales or to Peninsula Sanitary Service Inc. (PSSI) depending on the condition of the items in question.  Deliveries via external movers must be accompanied by an approved Excess Request generated in the SPARC platform.  DPAs have access to the system (access is centrally controlled by the Property Management Office). 

Furniture Being Scrapped

For furniture that should be scrapped (disposed of altogether) the DPA must create a work order for UG2 Services to collect it and deliver it to Peninsula Sanitary Service Inc. (PSSI).  The DPA will also need to create a Customer Funded Work Request for PSSI to accept the material. There will be a charge for the labor, and PSSI will charge for the dump fees.  The work control center will coordinate with Surplus Sales to generate the necessary excess request(s) in the SPARC system and obtain approval for the disposal.

As a general guideline – furniture in a condition that your department would not want to reutilize would likely also not be desired in the reuse program.