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HabeoFeaturesSurplus

Feature · Disposition · updated May 19, 2026

Dispose without the spreadsheet.

Surplus lots, consortium resale, R2-certified e-waste, proceeds tracking — bound to the grant ledger, the depreciation roll-forward, and the sustainability report. Four disposition routes, one audit chain. No spreadsheet. No certificate that lives in somebody's inbox.

Book a demo See the four routes
4
Disposition routes
R2
Certified e-waste chain
§200.313
Grant-property gated
$0
Proceeds untracked
Why disposition belongs in ITAM

Two ways to retire an asset.

The status quo

A drawer of returned laptops nobody remembers.

Surplus lives in a corner of the receiving dock. Someone calls the e-waste truck twice a year. Certificates of destruction sit in an inbox. Resale proceeds, when they happen, never make it back to the department that bought the asset.

Habeo surplus

A lot. A route. A vendor. A receipt.

Every retired asset joins a named surplus lot with a chosen disposition route. The lot drives the vendor workflow — consortium refurbisher PunchOut, R2 e-waste pickup, internal reuse pool. Proceeds and certificates land back on the ledger.

Four routes

Reuse. Resale. Recycle. Landfill — only with a reason.

Each disposition route carries its own audit log, certificate requirements, vendor of record, and carbon ledger entry. Landfill is opt-in, not default.

Route

Reuse

Internal redeployment to another department, college, or loaner pool. Sanitization to the asset's data class, FileVault key rotated, MDM enrollment cleared.

Artifacts · Sanitization record · MDM detach log
Carbon · Credit — net-positive
Route

Resale

Consortium PunchOut to a refurbisher (E&I, OMNIA, NET+) or a direct contract. Proceeds post to the original cost-center / fund. Federal property requires §200.313 disposition workflow.

Artifacts · Refurbisher invoice · proceeds receipt · sanitization record
Carbon · Credit — moderate
Route

Recycle

R2-certified e-waste partner with chain-of-custody. Each pickup produces a weight ticket and a certificate of destruction binding to the surplus lot. Carbon credit per disposed kg.

Artifacts · Weight ticket · certificate of destruction · vendor invoice
Carbon · Credit — small (per kg, per route)
Route

Landfill

Last resort. Requires an explicit reason and a sustainability_admin approval. The default is to refuse and re-route through R3.

Artifacts · Approval record · reason narrative
Carbon · Debit — full disposition load
What you actually see

FY26 Q3 surplus lots, on the same ledger.

How it runs

Six steps from drawer to disposition.

Step 01 / 06

Open a lot.

/surplus/new accepts a draft lot from any asset_manager. Department, location, refresh wave — pick a frame and Habeo pulls candidate assets.

Step 02 / 06

Pick a route.

Reuse, resale, recycle, landfill. Habeo refuses the wrong route — a grant-funded asset over $5k can't go straight to landfill without firing the §200.313 workflow first.

Step 03 / 06

Bind a vendor.

PunchOut to a consortium refurbisher (E&I, OMNIA, NET+) for resale. Schedule a pickup with the R2 partner for recycle. The lot carries the vendor of record.

Step 04 / 06

Sanitize and ship.

Each asset sanitizes to its data class — FileVault key rotated, MDM enrollment cleared, BitLocker key escrowed where required. Sanitization record signs to the audit log.

Step 05 / 06

Receive certificates.

Vendor returns the weight ticket (recycle), the refurbisher invoice (resale), or the receiving signature (reuse). Certificates bind to the lot and to each asset row.

Step 06 / 06

Post proceeds.

Resale proceeds post to the original cost-center / fund. The carbon credit lands in /sustainability. The asset rows transition to disposed with the route preserved.

For your auditor and your sustainability office

A chain your audit committee will sign off on.

Immutable disposition trail.

Lot creation, route selection, vendor binding, sanitization, certificate receipt, proceeds posting — every step signs into the same append-only ledger as the rest of Habeo.

Data sanitization to data class.

Asset data class drives sanitization requirements. FERPA-impacted devices get NIST 800-88 Purge; standard devices get Clear. Certificate retained per asset.

Bound to grant compliance.

Federal property over $5k FMV can't leave the institution without the §200.313 disposition workflow firing. See /features/grant-compliance.

R2-certified e-waste chain.

Default partner list by region; chain-of-custody captured per pickup; certificates of destruction bound to the lot. Carbon credit per disposed kg lands in /sustainability.

Approval RBAC.

Lot promotion to submitted requires asset_manager. Route assignment to landfill requires sustainability_admin. Federal-property disposition requires grants_officer.

Frequently asked

Surplus, answered.

The questions surplus operations and sustainability officers ask. Answered briefly, with the policy citation where it applies.

What's a surplus lot?
A surplus lot is a batch of assets being disposed together — typically by department, by location, or by refresh wave. /surplus organizes them as named lots ("Liberal Arts FY26 surplus run", "Riverpoint Imaging e-waste pickup"), with the underlying assets, the chosen disposition route, the assigned vendor, and the proceeds (or cost) all bound to the lot record.
What disposition routes are supported?
Four. Reuse (internal redeployment to another department or college). Resale (consortium PunchOut to a refurbisher — E&I, OMNIA, NET+, or a direct contract). R2-certified recycle (e-waste partner with chain-of-custody and certificate of destruction). Landfill (last resort, requires explicit reason and an approval). Each route carries its own audit log, certificate requirements, and carbon ledger entry.
Does it handle grant-funded property?
Yes — and it refuses to dispose grant-funded equipment over the $5,000 fair-market-value threshold without the §200.313(e) workflow firing. See /features/grant-compliance for the full chain. The disposition route, the agency disposition instructions (if applicable), and the eventual ultimate-disposition outcome all preserve back to the property record.
How is proceeds tracking handled?
Resale proceeds (per asset and per lot) post to /surplus and to the chargeback ledger. The original cost-center / fund attribution determines where the credit lands; for grant-funded property, federal disposition rules apply. The audit trail captures vendor invoices, weight tickets (e-waste), and proceeds per disposition event.
What about R2-certified e-waste partners?
Habeo ships a default list of R2-certified e-waste partners by region; institutions can add their own with a vendor-of-record record. Each pickup generates a weight ticket and a certificate of destruction that binds to the surplus lot. The carbon credit (per disposed kg, per route) lands in /sustainability.
Can a department initiate surplus on its own?
Yes. /surplus/new accepts a lot from any user with the asset_manager role on a college unit. The lot starts as draft; promotion to "submitted" pages the central asset office. The Habeo Copilot can initiate from Slack ("surplus the entire Liberal Arts FY24 Dell wave") with the same approval flow firing.
Clear the drawer

Bring last year's surplus inventory.

On the demo call we'll load a sample surplus list and walk it through all four disposition routes — including the grant-property §200.313 workflow. 30 minutes, founder-led, no SDR triage.

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