DOCUMENT

POL - Accreditation: Surplus and Scrap Reporting Procedures 2006

  • YEAR CREATED: 2006
  • ENTITY TYPE: Chapter
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document is a memorandum from Louis Moore, the Director of Purchasing and Materials Management at the City of St. Petersburg, regarding the disposal of surplus assets. The purpose of the memorandum is to clarify the city's procedures for the proper documentation and disposal of surplus assets, with the objective of improving consistency, tracking of asset numbers, and identifying the destination and method of disposal for the assets. According to the memorandum, all declared surplus assets or scrap, except for specific items such as police forfeiture and seizure, refuse trucks, personal computers owned by ICS, and automotive equipment handled by Fleet Management, must be sent to the Consolidated Inventory Warehouse for disposal. The requesting department is responsible for making arrangements to send surplus property to the warehouse. The memorandum outlines a series of steps that the department fixed assets coordinators and warehouse staff must follow. These steps include transferring complete PC systems to the ICS department for determination of reuse or disposal, sending surplus assets to the warehouse accompanied by two copies of the Fixed Asset Report, providing detailed information about the asset's description, condition, reason for disposal, and contact information of the department's fixed assets coordinator, preparing a memorandum for assets without asset tags, obtaining approval from the department director or designee, making copies of the fixed asset report, attaching copies to the asset, and sending it to the warehouse. Upon receiving the asset, the warehouse staff must date and time stamp the accompanying reports, document the location where the asset was placed, sign the reports, and submit them to the Warehouse Supervisor for disposal and entry in the Fixed Assets System. Once the asset has been properly disposed of, the Warehouse Supervisor must return the second copy of the fixed asset report to the coordinator, acknowledging receipt of the asset and specifying how it was disposed. This receipt copy of the report should be filed with the original copies. The procedures described in the memorandum apply to surplus assets handled by the Consolidated Inventory Warehouse and do not apply to surplus assets handled as traded-in, transfers, donations, police forfeiture and seizure, refuse trucks, personal computers owned by ICS, or automotive assets handled by Fleet Management. The memorandum provides contact information for any questions regarding the procedures.
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