capital assets-surplus property

County of Riverside ■ Office of the Auditor-Controller

Capital Assets-Surplus Property

Robert E. Byrd, CGFM

County Auditor-Controller


Agenda

• Surplus Property Procedure Overview

• Issues Being Encountered Due to Insufficient Information on the Supply Transfer Forms

• Introduce the Auditor Controller Capital Asset Team and Supply Services guests

• Question and Answers


Objectives

• Ensure the Surplus Procedure is clearly defined and understood

• Emphasize the impact the Surplus Procedure has Countywide

• Achieve a higher level of efficiency and in turn help reduce cost through synergy.


Surplus Property Overview

• SPM 922.3- Surplus Property

• GSA/Purchasing Division Procedure 086 – Purchasing & Fleet/Links/Divisions/Supply

• Identifying an asset as a surplus item and contact your capital asset representative in your department


Current Issues with the Surplus Procedure

• Items are left at Surplus for disposition outside of established hours

• Paperwork accompanying drop off items are incomplete or missing


Delays in the Retirement of Surplus Capital Assets

• Forms are not being filled out properly.– Department information is not clear– Asset numbers are not provided– Asset descriptions are vague



• Signatures are not obtained on departments pink copy of the surplus transfer form.– Missing department supervisor signature– Department are detaching the forms prior to

obtaining signatures


County of Riverside

Purchasing and Fleet Services Department, Supply Services Division

Surplus Property Transfer Form

Transfer From: Transfer To:

Agency/Department: Agency/Department:

Street; Street:

City: City:

Floor: Floor:

Contact person: Telephone:

(If items to be turned in exceed the number of available lines, separate sheets containing the information below can be used in lieu of multiple forms. Indicate "See Attached" in the "Description" block.)

ITEM NUMBER

QTY.PEOPLESOFT

ASSET I.D. NUMBER

FIXED ASSET TAG NUMBER

MODEL NUMBER SERIAL NUMBER DESCRIPTIONSUPPLY

DISPOSED OF PROPERTY (Y/N)

DATE DISPOSED

DISPOSED TO

1

2

3

4

5

6

7

8

9

10

Signature of Authorization(Print/Sign): Date:

Signature of Person Accepting Transferred Property: Date:

INSTRUCTIONS:

1When declaring property surplus, only Agency/Departmental personnel authorized to declare the property surplus are to sign this form for the agency/department.

2After transferring the materials to another department or Supply Services, assure that the department accepting the materials signs for the shipment and keep the pink copy for your records.

3Complete a separate form for each County fixed asset.

4For other than fixed assets, you may use this form for more than one item.

5Do not complete the shaded section.

Supply Services will complete this section and forward to the Auditor-Controller, Fixed Asset Secion, after the material has been transferred to another agency/department or disposed of by Supply Services.

11911

RCRMC(MCARC) 430016012025420 Cactus AvenueMoreno Valley1st FloorJane Smith 951-123-4567

Supply Services2980 Washington StreetRiverside1st Floor

1 2905 110249 240 4889034 X-ray Machine

Jane Smith Jane Smith 12/18/2008Nicolas Holmes Nicolas Holmes

12/18/2008

Yes 12/18/08 General Audtion



• The ACO is not receiving the proper documentation in order to retire the asset(s) off the Asset Module.– An AM7 and a copy of the departments pink copy

of the surplus form needs to be submitted within 30 days


Recommendation:

• Review related SPM 922.3

• Maintain a great working relationship with team members and keep an open line of communication

• Contact the capital asset team if you have questions or need guidance


Supply Services

• Surplus Property service hours: M-TH 7-2:30

• Pick up turnaround time: within 10 days


Supply Services Contacts:

• Nick Holmes (951) 452-2717– [email protected]

• Rolando Razuri (951) 955-4919– [email protected]

• Daniel Garcia (951) 955-4924– [email protected]


Capital Asset Contacts:

• Echel Ybanez 5-3556

• Lisette Rose 5-3821

• Beverly Markwardt 5-3886

• Reggie Arhin 5-8134

• Henry Johnson 5-8569

• Russell Dominski 5-8136

• Mail Stop #1051


Questions

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Special Thanks…

THANK YOU Surplus Team!!!


The End

capital assets-surplus property

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