San Diego State University Desktop Procedures for Surplus Property

San Diego State University
Desktop Procedures for Surplus Property
SURPLUS PROPERTY
1. Departments with excess surplus equipment property may declare it surplus and Material Management
will recover and relocate the items. Departments are not authorized to dispose of any equipment
property.
2. To execute the pick up of surplus property, departments must complete in detail and submit a Moving
Service Request Form (MSRF) to the Office of Material Management. The website to find the form is
http://bus.sdsu.edu/Material/move/Move_services.pdf fax the completed form to 40161.
3. Hard drives on all computers must be wiped clean of personal information by the department. If the
appropriate box is not checked on the MSRF for every computer listed the moving crew will not
remove those items. Material Management will reschedule when this procedure is complete.
EQUIPMENT TRANSFER
1. After equipment property is removed from the department and delivered to surplus; equipment tag
records are updated in Oracle.
2. Asset Workbench will allow you to transfer individual E-TAG numbers from current locations to
surplus. To access Asset Workbench select SDSU Fixed Asset User responsibility on your first Oracle
window.
3. Select Assets, Asset Workbench.
4. The Find Assets screen will appear enter the E-TAG number in the tag number field that requires
transferring. Select find this will bring up the Assets screen.
5. In the Assets screen select Assignments.
6. In the Assignments screen on the first line under Unit Change enter -1, select the second line in the
same field and enter 1.
The yellow highlight will appear on the opened fields, insert the same Oracle string on the Expense
Account and the new destination of the equipment in the location window. Select Done to save.
7. If the transaction is complete, 3 records will be applied and saved.
SURVEY DOCUMENT
1. All surplus property offered for sale at public auction, E-Bay auction and any item for must be
identified and listed on the Property Survey Report Details Sheet.
2. All Electronic waste to include SB20, Cathode Ray Tubes and Plasma panels are collected, stored and
labeled as electronic waste. These items are recycled in strict compliance with guidelines set by the
California Environmental Protection Agency (EPA), and the Department of Toxic Substances Control
pursuant to section 66273.83.
3. Items that are not tracked with State Equipment Tags for example furniture, supplies, or equipment
less then $1392.00 in original cost will not require the same detailed information for listing purposes.
A brief description of the items, total quantity of pieces and manner of disposal is required.
4. For surplus property, capital and non-capital assets the survey must include Minor Category, State ID,
Description, Manufacturer Name, Serial Number, Model Number, Date Placed in Service, Building,
Room, and Original Cost for each item listed. See sample below.
5. For E-Bay sales in addition to the Property Survey Report Details Sheet, an inventory listing of all
items removed from campus must be signed by authorized E-Bay Auctioneer agent(s) and SDSU
Material Management personnel. See Sample below.
6. E-Bay sales consignment report must list all San Diego State University E-Tag number, serial number,
complete description of equipment, E-Bay reference number, quantity, auction date and starting bid
price.
7. The consignment report must be made available via e-mail to SDSU Material Management linked
directly to the website of the appropriate Consignment Report Lot Number.
8. The link must provide direct viewing of activity for each individual item referenced on E-Bay. See
sample below.
9. The survey document number is created in sequential order starting with 001 followed by the current
fiscal year, for example 001-07-08.
10. The total number of pages and items must be recorded.
11. The total number of items from the details sheet must be recorded.
12. The disposition code must be recorded.
13. A brief explanation of how items were disposed must be recorded.
14. The total Asset Tracking Cost and total Asset Cost must be recorded.
15. The signature and date of the officer supervising the Property Survey Report, authorizes the disposal
and deletion of any equipment listed on the details sheet. This signature must precede the actual date
of disposal and deletion.
16. Signatures and date of Property Survey Board Officers for track able assets are required within 45
days of disposal.
17. Property Survey Reports for non-track able items that are deemed as trash do not require signatures
from Survey Board members.
RETIREMENTS
1. Mass Retirements by location (ie Surplus None) are performed when multiple items from that area are
being disposed.
2. Individual Retirements are performed when one or two items are being disposed.
3. In the Navigator-SDSU Fixed Asset User window click on Mass Transactions, Retirements, Create &
Reinstate.
4. Mass Retirements screen select the SDSU ASSETS in the book field.
5. The Retirement Type must correspond with the disposal method on the Survey Document. Select sale
in the retirement type field. Asset Type must be blank in order to run both capital and expense.
6. In the Location flex field list the Building and Room number or description of the area where items
are being retired.
7. Select Create and record the Mass Transaction Number.
8. To view status of Report at the menu bar select Window, View, Request and Find.
9. In the Find screen select View Output, a list of all successful retirements will appear.
Go back to Create and Reinstate at the menu bar select View-Query By Example-Enter (Screen will
turn blue) Match the Mass Transaction number (ie 592). View-Query by Example-Run, at this time
choose Discard (if error) or Retire to complete Mass Retirement.
10. Run a Single Request for Retirements by Cost Center from Oracle to attach to the Property Survey
Report. The dollar amount on these reports must coincide.
13. All track able Equipment Property must be retired in Assets Management (Oracle) with 30 days from
date of disposal.
11. Completed copies of Property Survey Reports listed on the Monthly Summary Sheet are submitted to
the Office of Financial Reporting by the 10th of every month.
These desktop procedures are in addition to the Material Management guidelines set in place.
Desktop procedure may change when Material Management guidelines are revised, system
upgrades are implemented or new recycling trends and State compliances are required.