BREVARD PUBLIC SCHOOLS
SURPLUS PROPERTY PROCEDURES
(FIXED ASSETS)
OBJECTIVES
• Provide Schools/Departments with the service of pick up, transportation and disposal of Surplus Property.
• Re-introduce into the District items that fill a need and are in workable condition
• Provide necessary documents to Property Records to reflect accurate inventory records for items disposed of or relocated
• Ensure accountability for Surplus Property
GENERAL POLICIES
1. An Electronic Distribution Center Request Form (DCR) must be used to document the movement of all fixed asset property.
2. Warehouse Services does not and will not remove property from a School or Department without an Electronic DCR form.
PROCEDURES REGARDING INTERNAL TRANSFERS OF PROPERTY
(SITE TO SITE: NOT TO THE WAREHOUSE)
1. The School or Department requesting the transfer of property must initiate an asset transfer on the J502 screen in Crosspointe using “TR” as the Transfer Reason.
2. After the transfer is initiated, the Property Custodian must go in and approve the transfer.
3. Once approved the Surplus Storekeeper will printout 3 copies of the electronic DCR and forward it to the Warehouse to be logged in numerically in the 520 Warehouse DCR logs.
4. The pickup is scheduled by Warehouse Services in order to maximize efficiency and meet the needs of the School/Department. The schedule is then given to the
Warehouse Driver(s).
5. The Driver(s) arriving for pickup must sign in at the School Office or report to the Department Secretary. After work is complete, the Driver(s) must sign out. Upon pickup the Driver(s) should:
a) Verify Asset Number. b) Verify description.
c) Put a check mark to the left of the asset number(only of picked up assets) d) Separate assets from non-assets on a pallet and secure them to the pallet.
It is the Driver(s) responsibility to ensure the electronic DCR is complete and accurate. Any exceptions should be noted and verified (initialed) by the Driver(s) and School/Department personnel. When items listed on the electronic DCR are not picked up, the asset number should be circled and initialed by School/Department personnel with an explanation as to why it was not picked up. No Asset will be picked up if the Asset tag is missing or is illegible.
6. When the Driver(s) is satisfied, the electronic DCR will be signed and dated by the Driver(s) and the School/Department Representative. A copy of the
electronic DCR is left at the School/Department.
7. A copy of the electronic DCR should be sent to Internal Audit by the School/Department, after pickup.
8. The Driver(s) should deliver the property in the condition as picked up to the transferee School/Department.
9. The recipient School/Department should ensure all items are received as indicated on the electronic DCR. Once satisfied the appropriate personnel should sign and date the electronic DCR. A copy of the electronic DCR is left at the School/Department.
10.The Driver(s) should bring the original signatures copy of the electronic DCR to the Warehouse, to be stamped completed and closed out in the DCR log. 11.The electronic DCR is then forwarded to the Surplus Property Storekeeper for
filing.
PROCEDURES REGARDING TRANSFERS OF PROPERTY
(TO SURPLUS WAREHOUSE)
1. The School or Department requesting the transfer of property must initiate an asset transfer on the J502 screen in Crosspointe using “SU” as the Transfer Reason.
2. After the transfer is initiated, the Property Custodian must go in and approve the transfer.
3. Once approved, the Surplus Storekeeper will print out 2 copies of the
electronic DCR and forward it to the Warehouse to be logged in numerically in the 520 Warehouse DCR logs.
4. The pickup is scheduled by Warehouse Services in order to maximize efficiency and meet the needs of the School/Department. The schedule is then given to the Warehouse Driver(s).
5. The Driver(s) arriving for pickup must sign in at the School Office or report to the Department Secretary. After work is complete, the Driver(s) must sign out. Upon pickup the Driver(s) should:
a) Verify Asset Number. b) Verify description.
c) Put a check mark to the left of the asset number(only of picked up assets) d) Separate assets from non-assets on a pallet and secure them to the pallet.
It is the Driver(s) responsibility to ensure the electronic DCR is complete and accurate. Any exceptions should be noted and verified (initialed) by the Driver(s) and School/Department personnel. When items listed on the electronic DCR are not picked up, the asset number should be circled and initialed by School/Department personnel with a reason as to why it was not picked up. No Asset will be picked up if the Asset tag is missing or is
6. When the Driver(s) is satisfied, the electronic DCR will be signed and dated by the Driver(s) and the School/Department Representative. A copy of the
electronic DCR is left at the School/Department, and the original signatures copy of the electronic DCR is brought back to the Surplus Warehouse. 7. A copy of the electronic DCR should be sent to Internal Audit by the
School/Department, after pickup.
8. The Driver(s) should deliver the property in the condition as picked up to the Surplus Property Warehouse.
9. Surplus Property personnel will ensure all items are received as indicated on the Electronic DCR by verifying the asset number(s) and placing their initials to the left of the asset number.
10.The property is separated into four categories and put in a designated area. The categories are:
a) Re-issues b) Sale c) Recycle d) Landfill
11.The Surplus Storekeeper will then go to the J503 screen in Crosspointe and receive on the transferred assets. Once received on, the Surplus Storekeeper will (in red ink) put a “T” next to the asset number and stamp the date it was transferred on the electronic DCR. The electronic DCR is then forwarded to the Warehouse to be stamped completed and closed out in the DCR logs. The electronic DCR is then returned to the Surplus Property Storekeeper for filing. 12.A report will be prepared by the Surplus Storekeeper and added to the Board
Agenda for Board approval. The report should include the following: a) Disposing School/Department b) Asset Number c) Description d) Acquisition Year e) Age f) Life cycle g) Acquisition cost h) Book Value
13.Records will be updated to record the disposal by the Surplus Property Storekeeper as needed.
PROCEDURES REGARDING TRANSFERS OF PROPERTY
(FROM SURPLUS WAREHOUSE)
1. The School or Department requesting fixed assets from the Surplus Warehouse should contact the Surplus Storekeeper by phone (321-633-3680 X14173) or via e-mail to request the asset.
2. The Surplus Storekeeper will initiate an asset transfer on the J502 screen in Crosspointe using “TR” as the Transfer Reason.
3. After the transfer is initiated, the Surplus Property Custodian will go in and approve the transfer.
4. Once approved, the Surplus Storekeeper will print out 2 copies of the
electronic DCR and forward it to the Warehouse to be logged in numerically in the 520 Warehouse DCR logs.
5. The delivery is scheduled by Warehouse Services in order to maximize
efficiency and meet the needs of the School/Department. The schedule is then given to the Warehouse Driver(s).
6. The Driver(s) should deliver the property in the condition as picked up from the Surplus Warehouse to the transferee School/Department.
7. The Driver(s) arriving for delivery must sign in at the School Office or report to the Department Secretary. After work is complete, the Driver(s) must sign out. 8. The recipient School/Department should ensure all items are received as
indicated on the electronic DCR. Once satisfied the appropriate personnel should sign and date the electronic DCR along with the Driver(s). A copy of the electronic DCR is left at the School/Department.
9. The recipient School/Department will go into Crosspointe and receive on the asset on the J507 screen.
10.A copy of the electronic DCR should be sent to Internal Audit by the School/Department, after delivery.
11.The Driver(s) should bring the original signatures copy of the electronic DCR to the Warehouse, to be stamped completed and closed out in the DCR log. The electronic DCR is then forwarded to the Surplus Property Storekeeper for filing.
PROCEDURES REGARDING TRANSFERS OF PROPERTY
(WITHOUT WAREHOUSE)
Used when a Fixed Asset is being transferred without the use of the Warehouse. IE: School/Department moving asset themselves, Transferred to
School/Department/Surplus incorrectly using a paper DCR.
1. The School or Department requesting the transfer of property must initiate an asset transfer on the J502 screen in Crosspointe using “SN” as the Transfer Reason.
2. After the transfer is initiated, the Property Custodian must go in and approve the transfer.
3. Once approved, either the sending site will deliver the Asset to the receiving site or the receiving site will pick it up.
4. Once the Asset arrives at the receiving site, the Property Custodian must go into Crosspointe and receive on the Asset.
5. Remember, this Transfer Reason does not involve Surplus or the Warehouse for the movement of the Asset.
PROCEDURES REGARDING BLOCKED TRANSFERS OF PROPERTY
1. An asset will be blocked from being transferred if the asset meets one/all ofthese criteria:
a) Asset is less than 5 years old b) Has not met its life cycle years c) Original cost is over $5,000.00
2. Once the asset is blocked, you will receive an email to contact the Warehouse Supervisor. Please email the Warehouse Supervisor and cc: Surplus
3. When the email is received, the Surplus Storekeeper will initiate the ‘SURPLUS PROPERTY DISPOSAL JUSTIFICATION FORM’. This form can only initiated by the Surplus Warehouse.
a) The Surplus Storekeeper will complete Section A and pre-populate the names of the appropriate Admnistrator(s) in Section C.
b) The Site Administator will complete Section B, sign/date the form and forward it to the Administator(s) in Section C.
c) The Appropriate Administrator(s) will sign off on Section C and return the completed form to the Warehouse Supervisor.
4. Once the completed form is received, the Warehouse Supervisor will unblock the asset in CrossPointe.
5. The Surplus Storekeeper will then email the Site Administrator informing them the asset is unblocked and ready for the transfer to be initiated.
6. The School/Department will then initiate an asset transfer on the J502 screen in Crosspointe using “SU” as the Transfer Reason.
7. After the transfer is initiated, the Property Custodian must go in and approve the transfer. This needs to be done within 5 working days. If not, then the asset will be re-blocked and the next School/Department will be unblocked. 8. Once approved, the Surplus Storekeeper will print out 2 copies of the
Electronic DCR and forward it to the Warehouse to be logged in numerically in the 520 Warehouse DCR logs. Warehouse Services will then schedule the pickup.
PROCEDURES REGARDING TRADE-INS
1. Prior to the trade-in of property, a memorandum must be sent to the Surplus Storekeeper.
2. The memorandum will be included in the list of disposals to be approved by the Board at the next Board Meeting.
3. The property cannot be used for trade-in until the Board has approved it.
4. Following Board approval, the School/Department will be notified by the Surplus Storekeeper.
PROCEDURES FOR SURPLUS PROPERTY SALE
(GOVDEALS AUCTION WEB SITE)
1. After Board approval for disposal, property received into the Surplus Warehouse may be readied for sale by Surplus personnel.
2. Items will be placed on the Brevard County Public Schools, FL. auction page at www.GovDeals.com/brevardschools.
3. Items will be up for auction a minimum of 5 days and a maximum of 10 days. 4. All items are available for viewing on an appointment basis only.
5. All items must be paid for in accordance with the policies and procedures of GovDeals.com.
6. All items must be picked up in accordance with the policies and procedures of GovDeals.com and the Brevard County Public Schools.
7. These policies and procedures can be found in the Inspection, Payment and Removal instructions on the auction page.
8. After all items are picked up and payment is received from GovDeals.com a sales report will be completed and verified by the Warehouse Supervisor. 9. The sales report and monies collected will then be turned over to the
Accounting Office for deposit.
10.The Surplus Storekeeper will then update records as needed.
11.Items not sold will be disposed of per State and School Board policies.
