Surplus Forum March 31 – 9 to 11 am Agenda – Frequently Asked Questions – Updates, Rules, and...

Surplus Forum

March 31 – 9 to 11 am

Agenda

–Frequently Asked Questions–Updates, Rules, and Policies–Billing Report–Pickups and Deliveries–Disposal Tracking–Interdepartment Transfers

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Frequently Asked

Questions

Corry Hill801-538-3192

coraleehill@utah.gov

Frequently Asked Questions, FAQ

SourcesPast ForumsDid You Know

CommonQuestions

Frequently Asked Questions

Search by Keyword or by Category

‘Approve’ was entered as the keyword

How do I authorize a SP1?

Answer includes:A step by step how toRefers to examples in past Forums

FAQ, Keyword - Forum

Index – Past Forums

Index to Past Forums

surplus.utah.gov FORUM

FORUM

Index to Past Forums – page 1

Index to Past Forums – page 2

FAQ’s

Category selected was “Passwords”

Which password do I use?

Explains the three passwords used and refers to examples in past Forums

Frequently Asked Questions

•Call or email if you can’t find your question.

•We will add it to the FAQs.

Updates, Rules,

Policies

Dan Martinez801-619-7200

danmartinez@utah.gov

• Locked items will not be accepted (pickups or self-delivery)

• Disposal of Computers – Technology Equipment (Surplus Property Policies and Procedures SP-1903.03 E

1)– IT Tag Stickers for agencies exempt from DTS

(Currently being provided by Surplus)

• Categories added– Hard Drives– Laptops– Servers

• Updating Departments– Administrators are responsible for their department– Adding and Removing Users– Addresses and Distribution Codes

Reminders and Updates

To remove a user, go to Departments then Department

ProfileClick on the garbage can at the end of the row with their

name

Rules & Policies

surplus.utah.gov

Rules & Policies

Rates & Feessurplus.utah.gov -

Administration

Surplus Property Rates & Fees 2009

Billing Report

Dan Martinez801-619-7200

danmartinez@utah.gov

Billing Report

•Go to surplus.utah.gov

•Scroll down to State Agency Links, then

•Click on “Billing Report”

Billing Report

Search Parameters:Account/ELCID, FINET DOC#, SP1

and/or Date

Billing Report

FINET #, Invoice #, Charge Type, Authorized by, Inventory# SP1 Number, Description, Line, Qty, Total

Pickups and Deliveries

Dan Martinez801-619-7200

danmartinez@utah.gov

Pickups and Deliveries

• SP1’s which are scheduled for pickup can be viewed in the Pickups/Deliveries section of the surplus program.

• To view the scheduled pickups click on Departments, then Pickups/Deliveries.

Pickups A list of SP1’s that are currently scheduled

for pickup will show. Information shown includes: the scheduled pick up date, address where the item will be picked up, SP1#, item, quantity and the surplus truck assigned. Clicking on the plus in the yellow box, shows more details about the item, including the contact person for the SP-1.

Pickups

Deliveries• The “Deliveries” tab, lists the SP1 items

which are set up for Self Delivery, Interdepartment Transfers and Department purchases. Once the deliveries have been made, place a check in the box to show it has been completed.

Disposal Tracking

Dan Martinez801-619-7200

danmartinez@utah.gov

Disposal Tracking

•Shows the status of SP1’s that have been picked up

•To view Disposal Tracking: click on Departments, then Disposal Tracking

Status in Disposal Tracking

• Pending – SPO has received the request, it is not scheduled for pickup

• In Progress – Request has been scheduled for pickup

• Completed – Items have been picked up and are in inventory– Checking the box will remove

the SP1 from this list• Cancelled – All or some of

the items on the SP1 have been deleted– The green notes icon will

show the reasons why the SP1 was cancelled

Disposal Requests Tab

Cancelled SP1s are shown in RED

Click on the green ‘Notes Icon’ to view reasons why

“All items from the Disposal Request were deleted”

Disposal Line Items Tab

Click on the “+” in the yellow box to see more

Click on the green ‘Notes Icon’ to view reasons why.

“Item is a computer, was listed as a chair, please resubmit on

a new SP1.”

After clicking on the plus, you can view the description. It says, “ mauve desk chair, wheels, arms”

“Deleted @ Receiving, item was not picked up”

Interdepartment Transfers

Dan Martinez801-619-7200

danmartinez@utah.gov

Begin a new SP1 (Departments, Disposal Requests, Add/Edit,

New)

Select ‘Interdept. Transfer’ as the Disposal Type

Select the receiving department and the

contact person

Enter the first few letters of the department, then select

the department from the dropdown

Complete and approve the SP1

• The SPO will receive the request• If the SPO approves the request, the

receiving department will be notified that they need to authorize the request

• If the SPO denies the request, the departments involved will be notified

• A valid estimated value must be entered or the request will not be approved

• Once the SPO approves and receiving department accepts the request the disposing department will receive notification via email to transfer the property.

The receiving department will need to log in and authorize the request

Go to Departments, Interdept. Transfers

then click on the request

Click ‘Edit’ at the bottom, then assign an Account

Code to each item.

Then authorize the request

QuestionsComments

Dan Martinez801-619-7200

danmartinez@utah.gov