3.3.9lp Surplus Property

Approved: December 2019
Modified: December 2010; February 19, 2015
Last Reviewed: February 19, 2015
Supercedes: LTC Procedure II.2.9
Contact: Vice President of Administrative Services
References: SBTCSG Policy 3.3.9

Review/Revise/Retire

The State of Georgia requires that all non-consumable personal property (even items that are not listed on the inventory) be disposed of through the Department of Administrative Services Surplus Property under the following terms.

DOAS defines personal property as "any fixed or movable tangible property used for operations, the benefits of which extend beyond one year from the date of acquisition. Essentially, personal property refers to any item that is owned by the state, and is not real estate, regardless of acquisition cost or method."
All property purchased by or donated to the state, regardless of the funding source is owned by the state. Property transferred to the College from the Foundation is state owned property.
No property may be disposed of, destroyed or disassembled prior to obtaining approval through DOAS Surplus Property.
Property that needs to be disposed of is stored by the college until disposal directions are provided by DOAS Surplus Property.
All sales of State of Georgia assets and the related financial transactions are conducted by DOAS Surplus Property.
Information must be entered and approved in AssetWorks, DOAS’ surplus tracking software, prior to disposing of LTC property.

Steps for Employees of Lanier Technical College for Disposing/Destroying of Equipment:

Plan ahead. If new equipment is ordered that will require the disposal of other equipment, think about your existing equipment and if you will need to dispose of that equipment. It cannot be disposed of until approval is obtained from DOAS Surplus Property. If you do not have storage space, you may need to plan for storage costs. These costs will be charged to the department that ordered the new equipment.
Time is of the essence. Email the description of the item (make, model, year), serial number, Lanier Tech inventory tag number to ap@laniertech.edu as soon as you are aware that new equipment is ordered and that the existing equipment will need to be disposed of. Attach a picture in the format described in #3 to the email.
Take a digital photograph of the equipment using the lowest density setting on the camera. Make sure the picture does not include other items in the background, is clear, with lighting behind the camera. Take several views of the equipment. The picture size is limited to 1mb and must be in a JPEG format. (Note: These are DOAS Surplus Property requirements.)
Individual departments or employees are not to release the property to the purchaser. This process is coordinated by Administrative Serivices.

Steps for the Business Office (after receiving the approved Surplus Equipment form):

If the equipment is something that might be of interest at another Technical College, the pictures will be sent by Administrative Services to the VPA listserv with information on how to request the equipment for their college.
Administrative Services staff will enter the information provided by the department into the AssetWorks software and upload the pictures of the items.
Once the transfer or sale is confirmed, Administrative Services will receive an authorization from DOAS to move forward with the transaction. Administrative Services will coordinate the equipment transfer from LTC to purchaser. The purchaser must sign a bill of sale or transfer form in Administrative Services’ office and then pick up the equipment. Note: The arrangements for pick up of the equipment will be coordinated by Administrative Services.
The signed bill of sale or transfer form must uploaded into AssetWorks.
Documentation of the disposal will be provided to the appropriate Administrative Services staff member so that the equipment can be removed from the inventory if applicable.
If destruction or a scrap vendor is utilized for disposal, the appropriate paperwork must be completed which may include a destruction affidavit or a transfer form.
Maintenance staff may assist with moving equipment, but maintenance will not be responsible for storing the equipment.

Steps taken by DOAS Surplus Property:

Once DOAS Surplus Property receives the surplus request with pictures, DOAS Surplus Property will determine if the equipment will be redistributed to another State of Georgia agency, posted for sale, picked up for disposal or disposed of by Lanier Technical College.
DOAS Surplus Property will arrange the transfer to another agency if possible. The equipment is posted on the Surplus Property website (www.surplusproperty.doas.ga.gov) for 5 days. DOAS Surplus Property will send an email notification to Administrative Services regarding the posting on the website.
If transfer to another agency does not occur, DOAS Surplus Property will post the pictures on the internet for sale to the public. DOAS Surplus Property will send an email notification to Administrative Services regarding the posting of the equipment on the internet.
When DOAS Surplus Property negotiates a sale, a notice of the sale will be sent to Administrative Services. Administrative Services will have the purchaser sign a form and upload the form into AssetWorks.
If neither a transfer to another agency or sale to the public is utilized, DOAS Surplus Property will provide authorization for destruction or for a scrap vendor to pick up the items.