Enterprise Learning Surplus Property Vehicle Disposal Training
Surplus Property Your Presenter lauren.jones@doas.ga.gov Property Disposal Specialist Surplus Property Division 404-656-8398 • Surplus disposal assistance • AssetWorks training 2
Surplus Property Before We Start Set your cell Don’t text and Ask questions phone to vibrate learn during the presentation 3 3
What We Are Covering Today Surplus Property Agenda responsible for the identification • What is Surplus Property and disposition of state and federal surplus property to state and local • How to Sign up for government & nonprofits. Assetworks AssetWorks • How to Surplus a Vehicle a system that provides a • Disposal Request Tip comprehensive solution for managing surplus assets from • Assetwork Entry Examples acquisition through redistribution, sale, or disposal. • How to Request Property 4
Enterprise Learning What is Surplus Property Surplus Laws & definition 5
What is Surplus Property? Surplus Property Mission of the Department of Pertinent Laws Administrative Services (DOAS) Responsible for the disposal of Surplus Property pertinent laws Georgia's surplus personal To ensure the equitable and are generally set forth in the property and is the General appropriate redistribution and Official Code of Georgia Services Administration's (GSA) disposal of Georgia state and Annotated (O.C.G.A.) 50-5-140 federal personal property to partner for accessing federal through 50-5-146. surplus. state and municipal government entities, and Access to this program is eligible nonprofit organizations. controlled through state and federal regulations. 6
What is Surplus Property Surplus Property is Personal property that the state no longer requires. Any fixed or movable tangible property • Used for operations • Non-Consumable • Benefit extends beyond 1 year • Capitol asset, acquisition cost≥$5,000 Surplus is not real property Title determines ownership, not fund source 7
Enterprise Learning How to Sign up Gain access to AW & make changes to agency surplus account. 8
Understanding Eligibility & Assetworks AssetWorks lets us know who is designated to Eligibility is who in your agency can accept submit and approve property for disposal within property, search for property, and make your agency. changes to the account. Have general access and can creating disposal Eligibility Can authorize the use of requests. agency funds, accept Authorized property, and make Official changes to the account Have general access. Can create, approve, or reject disposal requests. has Two access levels: Can search and request property from DOAS Have view only access Property Surplus Property Selector and can run reports. 9
Agency Change Request Form Agency Change Request form is used to add or delete individuals on the Eligibility or Assetworks account. The top section allows you to add or remove individuals from Eligibility account The bottom section allows you to add or remove individuals from AssetWorks . Website: http://doas.ga.gov/surplus- property . Click on State Property Disposal>Surplus Forms & Documents. 10
Annual Update All State Agencies Are required to update their account with Surplus Annually. Are notified by email to complete the designation of certifying officials and property selectors & Non- discrimination assurance page in the Eligibility Application. Must submit completed forms to Eligibility Specialist Aliyah Gafoor at Surplus.Property@doas.ga.gov This form may also be required if all authorizers listed on the account are no longer with the agency. 11
Enterprise Learning How to Surplus a Vehicle Surplus Process and Disposal Methods 12
Vehicle Disposal Types State Property Vehicle Disposal Types Type To Notes Transfer (T) State Agency No cost between agencies. *DOAS Fleet must approve. Direct Negotiated Eligible Local Always a charge to recipient. Surplus uses *DOAS Surplus determines fee. Sales (DNS) Government or these methods Nonprofit when disposing Vendor Return (V) Authorized Vendor Insurance vendor pick up. of vehicles. * Must have Surplus authorization before removal. Internet Sale (IS) Actual sale of item GovDeals & Public Surplus auction to the public. site. *Vehicle remains at location until sold. Live Auction (T) Vehicle auction at State contract State employees vendor (IAAI & AAA). Can be picked may participate. up or dropped off. *if pick up, agency responsible for towing fee. 13
Surplus Timeline Asset Works Rolled out in Oct Receive Review Enter & Approve & Receive 2013 Agency designated Asset system used to DOAS Surplus dispose of State Property Coordinator Property Property Surplus posts property Buyer pays & pick Surplus Property receives on DOAS web site for Posts for Public Sale up property request in AW and process it redistribution 3-5 business days 3-5 business days 1-2 business days 5 business days Average processing time 10-17 business days 14
Confirmation Emails: Authorization & Posting For received request, the location contact listed will receive an email from Surplus Property advising that request was received & processed. For IS & T posting information. DNS authorization approval VR & T to T authorization to remove. 15
Additional Info Request If required attachments are missing or additional information is needed to process your request, Surplus will email or call the contact listed. Agency will have two days to submits requested info or make corrections to request. If not received, items will be voided and have to be reentered with the requested info. 16
Confirmation Emails: Bill of Sale Once the property has been redistributed or sold, Surplus Property Division processes the payment which creates the State Bill of Sale. The Bill of Sale is: Emails are sent to the Buyer and your location contact. Buyer must present to pick up and leave a sign copy with the agency. Keep for your agency records. The Surplus Property Division Power of assumes that all sales are Attorney complete once Bills of Sale are required for dispersed to location contact. pick up on Report any remaining “post sale” behalf of public sales assets promptly to the Surplus buyers. Property Division for consideration of further disposal methods. 17
Check Surplus Status To check the status of a Surplus Request: First check to see if request has been approved & received. If no email confirmation was received, contact the Surplus agent listed under receiver via phone 404-657-8544 #2 or email at Surplus.property@doas.ga.gov. 18
Enterprise Learning Disposal Request Tips 19
Assetworks Help Download a copy from the Surplus Website at http://doas.ga.gov/surplus-property Click on State Property Disposal> Property Disposal Resources > Assetworks User Guide 20
Disposal Request Tips When Creating a Surplus request, select the correspondent disposal method. Acceptable Disposal Methods: • Transfer • Direct Negotiated Sale • Vendor Return • Internet Sale The Surplus Property Manual provides definitions for each method. 21
Disposal Request Tips Put actual location of the property. List person to contact for inspection and to receive follow up emails . Multiple emails can be added to receive follow up info. ; Surplus.property@doas.gov Fill out the Receiving Agency field when using the methods T, DNS, or V. 22
Disposal Request Tips NSN Group Code is the category for each asset. This aids in searching for property and Fleet reports. Select the appropriate category, then complete each field describing the asset. Vehicle NSN Codes: 2310 - PASSENGER MOTOR VEHICLES 2320 - TRUCKS AND TRUCK TRACTORS, WHEELED 2325 - VANS, BUSES, SEMI (BOX, PANEL, BUSES, PASSENGER VANS) 2330 - TRAILERS 23
Uploading Documents and Pictures Follow these guidelines when attaching photos: 1 2 Attach documents second Attach photos first • Name the documents consistently. • Save the pictures using the correct file For example: format: Title 2333 .jpg, .jpeg Inspection 2333 Must be smaller than 1200KB • Be sure to add required photos and • Name the pictures so that it is easy to documents before manager approval. identify Files can not be added after without • Designate folder(s) to store the pictures Surplus authorization. on your PC 24
Why Surplus ask for Signed Titles? • To ensure titles are signed in the correct place, John Doe 2 09 15 2019 4268 Rain Road Surplus will ask for a copy Atlanta, GA, 30334 Fulton 1. Transferor (Seller’s) first line - of the signed title back Print Agency Name.*Must match 1 3 John Doe or John Doe for CarMart Inc name on Title Front • Instructions for completing Transferor’s ( Seller’s) Second line - title are found in Surplus Agency Authorized Rep signs. Property Manuel section 13.5. 2. Buyer Info- At time of pick up , f ill in purchaser info ( legal name, address, county, & date of sale ) Please verify info with buyer. *Name must match name on Bill of Sale • A incorrectly signed title 3. Buyer Signature- Print purchaser will cause delays or void name. If sold to Company put Buyer’s name “for Company”. with the submitted *Buyer must sign their own name. request. 25
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