to Surplus 101 Training Warehouse Services June 17, 2014

Transcription

1 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

2 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

3 INTRODUCTIONS Sandy Kimple - Warehouse Supervisor ext Kyle Gaudy - Specialist, Surplus Property ext Tim Mace - Specialist, Warehouse ext

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5 SCHOOL BOARD POLICIES & PROCEDURES State of Florida Statute: Chapter 274 Tangible Personal Property Owned By Local Governments School Board Policies: Disposition Of Surplus Property Acquisition, Removal, Disposal, Sale, or Exchange of Major Tangible Property 7450 Property Inventory

6 WHAT HAPPENS TO YOUR SURPLUS? SURPLUS ITEMS ARE: Sold: Sales and Scrap Revenue is approximately $125, annually (as of 6/15/14) Repurposed/redistributed throughout the District

7 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

8 Property To Be Transferred (DCR) Asset Property (On Your Inventory) Initiate Transfer In CrossPointe NO Was Transfer Blocked YES Is The Property An Asset Or Non-Asset Non-Asset Property 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. Complete The Transfer And Have The Site Administrator Approve. 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. Updated: 10/31/2013 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. 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 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.

9 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

10 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

11 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, or more Surplus will initiate the Surplus Property Disposal Justification Form to the requesting school/department

12 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.

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14 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

15 SURPLUS WEBSITE

16 REDISTRIBUTION LINK

17 GOVDEALS.COM AUCTION SITE

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19 QUESTIONS & ANSWERS

20 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.