With the exclusion of land and buildings which is handled by the Division of Capital Assets Management, departments must periodically assess their inventories of equipment, supplies, and materials and inform SSP of all items that exceed departmental needs.
All State departments are required by State regulation to periodically declare surplus property to the SSP officer.
State Departments gain first priority by submitting
Form OSD 25-N Declaration of Need . 
If there is no need on record for a particular piece of property, the item is listed in a Surplus Memorandum on this web site and offered to public entities according to state's priority, cost, and notification guidelines.
| Priority | Entity | Cost | Eligible |
| 1 |
Dept. w/ Declared Need
| None | at any time |
| 2 | State Departments | None | at any time |
| 3 | Cities and Towns | Admin Fee | after 30 days |
| 4 | Licensed Non-Profits | Admin Fee | after 50 days |
| 5 | General Public | Auction/Bid | after 60 days |
All departments retain their priority over other public entities throughout the surplus lifecycle, thus a department will have first right to an item over a city or town even after 30 days.
Administration fees charged to the municipalities and non-profit organizations are based on the age, condition, and acquisition value of the item.
Surplus property can not be removed or transferred from a department without written approval of the SSP officer.
The State Surplus Property Officer:
- Ensures departmental compliance with surplus property declarations (Form OSD 25)
- Unilaterally declares surplus status for non-compliant departments
- Oversees and authorizes the distribution, transfer and disposal of surplus property
- Reviews condition codes of surplus property assigned by departments
- Notifies eligible entities of surplus availability
- Grants departments waiver of surplus policies case-by-case
- Maintains surplus property records
- Acts as the receiving agent for Federal Surplus Property.
