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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, 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.
• 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
•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
• 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
•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”
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
