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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

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Capital assets surplus property

Capital Assets-Surplus Property

Robert E. Byrd, CGFM

County Auditor-Controller


Agenda
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
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
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
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
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


Delays in the retirement of surplus capital assets1
Delays in the Retirement of Surplus Capital Assets

  • 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


11911

RCRMC(MCARC) 4300160120

25420 Cactus Avenue

Moreno Valley

1st Floor

Jane Smith 951-123-4567

Supply Services

2980 Washington Street

Riverside

1st Floor

1

Yes 12/18/08 General Audtion

2905

4889034

240

110249

X-ray Machine

Jane Smith Jane Smith 12/18/2008

Nicolas Holmes Nicolas Holmes 12/18/2008


Delays in the retirement of surplus capital assets2
Delays in the Retirement of Surplus Capital Assets

  • 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
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
Supply Services

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

  • Pick up turnaround time: within 10 days


Supply services contacts
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
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
Questions

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Special thanks
Special Thanks…

THANK YOU Surplus Team!!!



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