BUSINESS SERVICES
Policies and Procedures

Business Services encompasses three departments: Purchasing, University Receiving, and Property Control. All report to the Director of Business Services. Please click the link below for the Policies and Procedures regarding to each of the three departments:

Section 1-00 Purchasing Department Policies and Procedures

Section 2-00 University Receiving Policies and Procedures

Section 3-00 Property Control Policies and Procedures

SECTION 3-00 PROPERTY CONTROL

Overview 3-00

PROPERTY CONTROL: POLICIES AND PROCEDURES

Policy 3-00-11.1 Property Decals

Procedure 3-00-11.1P Property Decals

Procedure 3-00- 12.1P Surplus Equipment

Policy 3-00-13.1 Disposal of Electronic Equipment

Procedure 3-00-13.1P Disposal of Electronic Equipment

Policy 3-00-14.1 - Receiving Surplus Property from Surplus Operations

Procedure 3-00-14.1P - Receiving Surplus Property from Surplus Operations

SECTION 3-00 PROPERTY CONTROL

Overview 3-00

Property Control facilitates the decaling of items received by direct shipment to a Department. The Surplus Property Unit facilitates the disposition of all University property in accordance with State of Georgia Surplus Property rules and regulations.

Contact the Department Manager for Central Receiving and Property Control at 404-651-2330.

PROPERTY CONTROL: POLICIES AND PROCEDURES

Policy 3-00- 10.1 Inventoried Equipment Defined 

Items classified as equipment and carried on inventory records are specified by the Personal Property Management Manual prepared by the State of Georgia Department of Administrative Services and Board of Regents. This is recognized as the guideline for inventory control procedures for the State of Georgia. Items to be carried on inventory records include:

1. Any item which is basically non-consumable and non-expendable in nature, such as motor vehicles, office equipment, and appliances.
2. Any item with an estimated usable life expectancy of three or more years and an item acquisition cost of $3,000.00 or more. However, regardless of cost, it is the policy of DOAS that all weapons shall be included on the equipment inventory.

The following information is recorded on all equipment included on inventory records:

• Description of equipment
• Manufacturer's name
• Model number of equipment
• Serial number of equipment (if applicable)
• Acquisition cost of equipment
• Arrival date of equipment on campus
• Georgia State University number
• Requisition number

Policy 3-00-11.1 Property Decals 

University Receiving is directly responsible for affixing property decals on Georgia State University equipment before it is added to the inventory records.

Procedure 3-00-11.1P - Property Decals

Property decals are attached to all items classified as loose equipment. The property decals are bar-coded and include a pre-printed University identification number. As a rule, the property decal is attached on the right side of equipment and furniture. Whenever possible, Central Receiving tries to place the property decal in an inconspicuous place so that it will not detract from the equipment's appearance.

Policy 3-00- 12.1 - Disposal of University Equipment

The Georgia State University (GSU) Surplus Operations Section is responsible for the redistribution and disposition of university surplus property in accordance with laws and guidelines established by Georgia Department of Administrative Services, Surplus Property Section. The Surplus Operations Warehouse is located at 934 Brady Ave NW, Atlanta, GA 30313. The phone numbers are 404 413-8763 and 404 413-8764 for fax.

A. Definition of Surplus Property

Surplus property is any item that is non-consumable and non-expendable that is no longer needed by the owning department. This does not include real estate or hazardous materials. Hazardous materials are defined as any property regulated by the state and federal Environmental Protection Agencies. The Surplus Operations Section is not authorized to handle or dispose of any regulated hazardous materials. Hazardous material or property containing such material will not be accepted at the Surplus Warehouse.

B. Responsibilities Associated with Surplus Property

Regardless of the method of acquisition, once property title transfers to the university, it becomes Georgia State property. There is no mechanism with the surplus property law that allows for the transfer of state property out of the state of Georgia. The Surplus Operations Section is responsible for the oversight and disposal of all GSU surplus property. The Surplus Operations Sections disposes of property by redistribution to campus departments, state agencies, local governments and eligible non-profits organizations in accordance with the Georgia Department of Administrative Services (DOAS) guidelines.

Procedure 3-00- 12.1P - Surplus Equipment

A. How Property is declared Surplus

The declaration of surplus property must be made by the owning department’s Property Coordinator on a Surplus Form 1, Surplus Transfer Request Form The Surplus Transfer Form must contain all items to be sent to surplus. Asset items (Valued at $3,000 or greater at time of purchase) must be listed separately and identified by asset id, serial number and description. Non asset items can be grouped by Item, Make, and Model requiring only the quantity to be annotated.  The condition must be noted on all items.

GSU Surplus Operations manages surplus property by industry accepted accounting principles. The warehouse will not accept unidentified equipment.  All property must be accounted for. Please ensure the Surplus Transfer Request Forms are complete and accurate for the property being surplused. The Transfer Form must match the moving crew pick-up (No Exceptions). Miss-matched loads or incomplete property count(s) will result in property being denied.

B. Preparing Equipment for Surplus

It is in the best interest of GSU and the state that all equipment and components remain in commerce. Regardless of condition, all reasonable effort will be made to redistribute or sell equipment to be utilized for its original purpose. Departments should make reasonable effort not to cause equipment to become scrap by removing components. Since the goal is for equipment to remain in commerce, removing components significantly reduces the resale vale and return for GSU. All power cords and instruction manuals must be transferred with the equipment if possible.

C. Turning in Vehicles for Surplus

When turning in vehicles, it is the responsibility of the department to remove all decals, lettering and license plates. All efforts should be taken to ensure the vehicle surface is not defaced during this removal process. Ignition and trunk keys must accompany the vehicle regardless of vehicle condition. Missing keys will be made at the releasing department’s expense. All personal and agency property should be removed from vehicles prior to turn-in. If the vehicle in inoperable and requires towing, the towing charge will be billed to the department.

D. Requesting transfer of equipment to Surplus Operations

The Surplus Transfer Request Form is to be faxed to Surplus Operations at 404 413-3171. Once the request is received, it will be logged in and sent to the Customer Communications Center. The Customer Communications Center will issue a workorder number to the department for the Campus Moving Crew to pick-up the surplus items. Please allow up to 10 (Ten) working days for removal. If there are any questions concerning the work order, contact the Customer Communications center at 404 413-0700.

E. Completion of the Surplus Transfer Request Form

The accuracy of the Surplus Transfer Request Form is extremely important to the timely processing of your surplus property. The Surplus Transfer Request Form is available at http://www2.gsu.edu/~wwwpch/SurplusTransferRequest.pdf. Step-by-step instructions for the completion of the Surplus Transfer Request Form are listed below:

1. Date of Request – Initial date of request.
2. Requested Move Date – Please allow up to 10 working days for removal.
3. Work Order# - Supplied by Customer Communications Center.
4. Transferred From – Complete name, address, and contact information of releasing department.
5. Quantity – Quantity of each line item listed.
6. Asset ID# - All assets must be listed separately.
7. Serial Number – Only if item is an asset.
8. Description – Complete description of the surplus item(s) including item, make, and model.
9. Condition – Present condition of the surplus item using the following criteria:

GOOD (1) – functionally operational
FAIR (2) – limited repairs necessary
POOR (3) – major repairs necessary
SCRAP (4)– item has no value except for basic material content

10. Remarks – Self explanatory
11. Releasing Department – This space requires the name, signature, and date of the individual authorized by the department for releasing item(s) for surplus. This section must be completed before item(s) can be scheduled for pick-up.
12. Campus Moving Crew – This space has the same requirements as listed above; however, this individual is receiving surplus property instead of releasing. Department must retain a copy as proof of pick-up.
13. Surplus Operations – Reserved for the signature of Surplus Operations Section personnel only.
14. AM Records Update - Reserved for the signature of Surplus Operations Section or Property Accounting personnel only.

F. Vendor Trade-Ins

There are times when a vendor will offer a financial incentive towards for trading like items being upgraded, purchased, or when an insurance company settles a vehicle claim and retains the vehicle. A vendor number, or “V#”, must be requested and assigned to this transaction. DOAS is the approving authority for a vendor transactions and approval must be obtained prior to the equipment being transferred to the vendor. Once approval is granted, the transaction must take place within 14 working days or otherwise the transaction is voided. To request authorization, please complete a Surplus Form 2, Vendor Trade-In Authorization Request Form

G.  Completion of the Vendor Trade-In Authorization Request Form

The accuracy of the Vendor Trade-In Authorization Request Form is extremely important to the timely processing and insuring a smooth transaction of your purchase. The Vendor Trade-In Authorization Request Form is available via web at the GSU Purchasing, Finance & Accounting websites and http://www2.gsu.edu/~wwwpch/VendorTadeInRequest.pdf. Step-by-step instructions for the completion of the Vendor Trade-In Authorization Request Form are listed below:

1. Date – Self explanatory.
2. Req# - Requisition number generated by Peoplesoft/Spectrum.
3. Trade-In Amount – This is the amount the vendor is granting towards the trade-in.
4. Request From - Complete name, address, and contact information of requesting department.
5. Vendor - Complete name, address, and contact information for the vendor involved in this transaction.
6. Quantity – Quantity of each line item listed.
7. Asset ID# - All assets must be listed separately.
8. Serial Number – Only if item is an asset.
9. Description – Complete description of the item(s) being traded, including item, make, and model.
10. Condition – Present condition of the surplus item using the following criteria:

GOOD (1) – functionally operational
FAIR (2) – limited repairs necessary
POOR (3) – major repairs necessary
SCRAP (4)– item has no value except for basic material content

11. New Equipment Being Purchased

1. Quantity – Quantity of each line item listed.
2. Description – Complete description of the item(s) being purchased, including item, make, and model.

12. Remarks – Self explanatory.

13. Requesting Department – This section contains name, signature, and date of the department representative authorized to initiate this transaction.

Policy 3-00-13.1 – Disposal of Electronic Equipment

Georgia State University shall manage, protect, secure and control sensitive electronic information which may be found on surplused computers. All employees should be familiar with the Minimum Information Security Environment Policy, posted on the web at:
 http://www2.gsu.edu/~wwwccs/doc/uccs/policy/pol/mininfosecurityenviron.htm

The following components require all data and programs removed prior to surplus:

Computers (CPU) (includes desktop, laptop server)
External data storage/back-up devices
PDAs
Copiers that have data storage capability

Procedure 3-00-13.1P – Disposal of Electronic Equipment

Please see “Erase Data Prior to Equipment Surplus or Re-Purposing” at http://www.gsu.edu/ist/23678.html for procedures.

Once the equipment is prepared for transfer, the equipment must be released by the Department Property Coordinator. The signature on The Surplus Transfer Request Form certifies the asset information is correct and all software and data has been removed.

Policy 3-00-14.1 – Receiving Surplus Property from Surplus Operations

All surplus items at Surplus Operations which have not been transferred to DOAS are available for inspection and transfer to departments at no cost. The Surplus Operations business hours are 8:30 am to 5:00 pm, weekends and university holidays excluded. Department representatives are urged to visit on a regular basis to inspect equipment for transfer. Visits to the Surplus Warehouse are by appointment only. Please call for an appointment at 404 413-8763.

Procedure 3-00-14.1P – Receiving Surplus Property from Surplus Operations

Representatives authorized by their department may request equipment to be transferred to their department. All requests for equipment to be transferred must be initiated on a Surplus Form 3, Surplus Requisition Form. Once completed, the Surplus Operations Supervisor will forward the requisition to the Customer Communications Center. The Customer Communications Center will notify the department of the Work Order Number. Any question pertaining to the movement of equipment by the Campus Moving Crew should be directed to the Customer Communications Center at 404 413-0700. The Campus Moving Crew is not a part of the Surplus Operations Section.

Completion of the Surplus Requisition Form

The purpose of this form is to facilitate the redistribution of surplus items from Surplus Operations to GSU departments. The Surplus Requisition Form via web at the GSU Purchasing website. Step-by-step instructions for the completion of the Surplus Requisition Form are listed below:

1. Date of Request – Initial date of request.
2. Requested Move Date – Please allow up to 10 working days for removal.
3. Work Order# - Supplied by Customer Communications Center.
4. Transferred To – Complete name, address, and contact information of releasing department.
5. Quantity – Quantity of each line item listed.
6. Asset ID# - All assets must be listed separately.
7. Serial Number – Only if item is an asset.
8. Description – Complete description of the surplus item(s) including item, make, and model.
9. Remarks – Self explanatory
10. Requesting Department – This space requires the name, signature, and date of the individual authorized by the department for requesting surplus item(s). This section must be completed before item(s) can be scheduled for pick-up.
11. Campus Moving Crew – This space has the same requirements as listed above; however, this individual is receiving surplus property instead of releasing.
12. Receiving Department – This space has the same requirements as listed above. Moving crew must retain a copy and submit to Surplus Operations.
13. AM Records Update - Reserved for the signature of Surplus Operations Section or Property Accounting personnel only.

Receiving Surplus Property from DOAS Distribution Centers

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