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Welcome. . .
… to Surplus 101 Training
Presented by:
Warehouse Services
June 17, 2014
The School Board of Brevard County, Florida
Mission Statement: To Serve Every Student with Excellence as the Standard
Agenda
Introductions
Organizational Chart
School Board Policies and Procedures
What Happens To Your Surplus?
Surplus Property Definitions
DCR Non-Fixed Assets and Fixed Assets
Trade-In and Blocked Asset Transfers
Surplus Property Sales
Websites
Questions and Answers
INTRODUCTIONS
Sandy Kimple
- Warehouse Supervisor
- 633-3680 ext. 14100
Kyle Gaudy
- Specialist, Surplus Property
- 633-3680 ext. 14173
Tim Mace
- Specialist, Warehouse
- 633-3680 ext. 14110
SCHOOL BOARD
POLICIES & PROCEDURES
State of Florida Statute:
Chapter 274 – Tangible Personal Property
Owned By Local Governments
School Board Policies:
7310 - Disposition Of Surplus Property
7320 - Acquisition, Removal, Disposal, Sale,
or Exchange of Major Tangible Property
7450 – Property Inventory
WHAT HAPPENS TO
YOUR SURPLUS?
SURPLUS ITEMS ARE:
Sold: Sales and Scrap Revenue is approximately
$125,000.00 annually (as of 6/15/14)
Repurposed/redistributed throughout the District
PROPERTY
ALL ASSETS FIXED OR NON-FIXED ARE CONSIDERED
DISTRICT PROPERTY
Fixed Assets ($1,000 and greater)
Must have an asset tag
Must be inventoried
Non-Fixed Assets (Less than $1,000)
No asset tag
Not inventoried
Updated: 10/31/2013
Property To Be Transferred
(DCR)
Is The Property An Asset Or Non-Asset
Asset Property
(On Your Inventory)
Non-Asset Property
Initiate Transfer In CrossPointe
Complete The
Transfer And Have
The Site Administrator
Approve.
Was Transfer Blocked NO YES
Once The Form Is Returned
With All The Needed
Signatures, The Warehouse
Supervisor Will Unblock The
Asset and You Will Be Notified
To Re-initiate The Transfer.
The Surplus Property Specialist Will Initiate A “Disposal
Justification Form” And Send It To The Site Administrator.
The Site Administrator Will Fill Out Section B, Sign The Form And Forward It to The First
Name In Section C.
Fill Out a DCR-1 Form And Have The Site
Administrator Sign. Make 2 Copies And
Send It To The Warehouse Supervisor
Through The Courier.
The DCR-1 Will Be Verified And Approved By The Warehouse
Supervisor. Once Approved The DCR-1 Will Be Sent To The Warehouse
Specialist For Scheduling.
The DCR-1 Will Be Verified And
Approved By The Warehouse
Supervisor. Once Approved The DCR-1 Will Be Sent To The
Warehouse Specialist For Scheduling.
PROPERTY
District Property – Non-Fixed Asset < $1,000:
Complete paper DCR-1 form
Must be filled out correctly and completely
Books must be on a separate DCR-1 form
Dual Enrollment separate from other books
Send DCR-1 to the Warehouse Supervisor (Sandy Kimple) through
the courier
Surplus/Warehouse will no longer accept scanned, faxed or e-
mailed regular DCR-1’s. Emergencies excluded.
The Warehouse Supervisor will approve the DCR-1, then send the
DCR-1 to the Warehouse Specialist to schedule the pickup/delivery
No items can be added when the drivers arrive on-site unless
approved by the Warehouse Supervisor
No Fixed Asset items should be listed on this DCR-1 form
PROPERTY
District Property – Fixed Asset > $1,000:
Complete the electronic transfer in CrossPointe financial system
Use the correct Transfer Reason:
TR - Site to Site with Warehouse
SU - Site to Surplus
SN - Site to Site/Surplus No Warehouse
Sending Designee
Must be the name of the person initiating the transfer
Asset tag must be attached and legible
Asset will not be picked up if not legible
Asset tags are requested through Property Control in
Accounting Services
PROPERTY
Trade-in of all District Property (regardless of cost)
requires School Board approval:
Trade-in letter must be sent to Surplus to be included in the
next School Board Agenda
Blocked Asset Transfers:
Less than 5 years old, or
Has not met Life cycle, or
Original cost is $5,000.00 or more
Surplus will initiate the Surplus Property Disposal
Justification Form to the requesting school/department
Must be on your School/Department Letterhead
TODAYS DATE MEMORANDUM TO: Cheryl Olson
Director, Purchasing and Warehouse Services
FROM: Name (Principal/Director)
Title (Principal/Director, School/Department)
RE: Trade In Of (Your School/Department) Equipment (Your School/Department) would like to retire and/or trade in this/these assets: Item(s) Asset Number(s) Serial Number(s) We were asked by the District Office and Surplus to answer the following questions and send our responses to you. • Is this the asset that is being traded in?
o Yes • Description and asset number of items(s) being traded in.
o See Above • The name of the company that is handling the trade.
o Insert company and address • The amount of credit being offered and the total amount being paid.
o The amount of credit being given for the trade in is $ o The total amount being paid is $ - which represents a cost of $
Less the $ trade in.
PROPERTY Additional Facts:
Appointments must be made to view available surplus property at the Surplus Warehouse
If you plan to pick up surplus property, you must bring a DCR-1 form signed by your Principal/Department Head
The DCR-1 form is located on the Purchasing and Warehouse Services Website.
All requests for replacement fixed asset tags must be submitted to Property Control in Accounting Services
The Warehouse Supervisor is responsible for scheduling DCRs
SURPLUS WEBSITE
REDISTRIBUTION LINK
GOVDEALS.COM AUCTION SITE
QUESTIONS
&
ANSWERS
Thank you for attending. …
Surplus 101 Training
Presented by:
Warehouse Services
The School Board of Brevard County, Florida
Mission Statement: To Serve Every Student with Excellence as the Standard.