NON-CAPITALIZED SURPLUS PROPERTY PROCEDURES

Transcription

1 NON-CAPITALIZED SURPLUS PROPERTY PROCEDURES August 2012 Conserving Resources, Reducing Costs, Protecting the Environment

2 TABLE OF CONTENTS Contact Information... 3 Introduction/General Information... 4 School Board Policies for Property and Surplus Property Correct vs. Incorrect Non-Capitalized Forms... 7 Non-Capitalized Form Instructions... 8 Sample Non-Capitalized Form Contact Information

3 CONTACT INFORMATION Conservation and Recycling Operations (CRO) Tony Bartenope, Recycling Coordinator (727) (813) (352) Cell (813) Fax (813) Kathy Ross, CRO Assistant (727) (813) (352) Fax (813) Website: 3

4 INTRODUCTION Every step outlined in this manual is in place for a reason...and, contrary to popular belief, that reason is not to make the process more difficult for you. Everything we do (including all documentation) is available for the public to view, and as such, must be as accurate and complete as possible. The bottom line is that we are all bound by law to properly acquire, account for, control, transfer, and dispose of property owned by the District. In an effort to make the surplus equipment disposal process as easy as possible, Conservation and Recycling Operations (CRO) coordinated with Instructional Media Technology Services (IMTS) to develop these procedures. Please understand that it is not possible to cover each and every scenario that might be encountered, but we have outlined the most common situations. If you have any questions, concerns or comments please don t hesitate to contact Conservation and Recycling Operations at the telephone numbers listed on page 3. GENERAL INFORMATION The Non-Capitalized (or Non-Cap) Form is used to document the disposition of property only. This form must be saved to your computer and MUST BE TYPED. It is used to auction, recycle, or dispose of property that does not have a BPI or Barcode ID tag and that is in Fair or Poor condition. Please send all original hardcopy paperwork via courier to CRO for final processing, faxed copies will not be accepted. Please do not send Non-Capitalized forms to Distribution Services or to Property Control. Additionally, please group all like items together (i.e. Monitors, TVs, Chairs, Projectors, etc.) for ease of verification, identification, and accounting. To avoid unnecessary delays in the disposal process, please submit your Non-Capitalized forms throughout the year. Doing so, will help avoid large quantities to accumulate at your facility that are waiting to be processed and/or School Board approved. Barcode ID Number (Sample) BPI Number (Sample)

5 District School Board of Pasco County Policies for Property and Surplus Property NOTE: Items in Italics are inserted by CRO solely for clarification PROPERTY CUSTODIANSHIP The Superintendent shall establish a procedure to regulate the acquisition, supervision, accountability, control, transfer, and disposal of all tangible personal property or intangible assets owned by the District. Definition: Property is defined as fixtures and other tangible personal property including software, of a non-consumable nature, the value of which is defined in F.S and the normal expected life of which is one year or more. Property Custodian The property custodian for tangible personal property or software shall be the principal or cost center administrator of each facility site. This custodian may delegate use and immediate control of the property or software to other employees. The property custodian may not delegate the ultimate responsibility for control and use. Each property custodian should devise and maintain his (or her) own records for any property and software items which are of such a nature that they are likely to be stolen or misplaced and whose value is defined in F.S An employee or student shall not remove (School) Board equipment or software from its assigned premises without advance approval from the property custodian. (School) Board equipment may be checked out to school employees, in accordance with District procedures, for use in their homes for purposes beneficial to the District, such as the completion of work assignments by instructional employees and the improvement of computer-related skills. Employee is responsible for the care and safe return of the equipment. Equipment may be checked out by students for instructional purposes. The instructor will follow established procedures for the check out and return of the equipment. The student will be responsible for the care, use, and return of said equipment. F. S , DISPOSITION OF SURPLUS PROPERTY As needed or requested, the Superintendent will review the property of the District. The Superintendent is authorized to dispose of that material and equipment which is no longer usable in accordance with the terms of this policy. Instructional Materials Upon the recommendation of the Superintendent, the (School) Board shall authorize the disposal of instructional materials (i.e., textbooks, library books, manuals, support materials, etc.) when they have become unserviceable or surplus or are no longer on State contract. (continued next page) 5

6 School Properties Disposal Procedure Upon the recommendation of the Superintendent, the (School) Board shall authorize the disposal of property or software declared surplus which meets the definition of F.S Each property custodian shall recommend to Resource Recovery Office (Conservation and Recycling Operations) the tangible personal property and/or software no longer needed as surplus property at his/her facility. Once declared surplus, all property and software shall be disposed of in accordance with Florida Statutes. (F.S ) The disposal of property and/or software, that has been declared as surplus and which is less than the value defined in F.S , will be disposed of in the most economical manner possible. Documentation of such dispositions will be maintained by the appropriate property custodian. Disposal of surplus property purchased with Federal funds or other grant funds shall be disposed of in accordance with the appropriate Federal or state grant requirements. F.S , PROPERTY INVENTORY The Superintendent shall maintain an adequate record of its (District School Board of Pasco County) tangible personal property and software. A complete physical inventory of all property and software shall be taken annually and the date inventoried shall be entered on the property records. The inventory shall be compared with the property records and all discrepancies shall be traced and reconciled. The Superintendent shall conduct an annual physical inventory of property at each facility site. A report shall be made to the Board of the results of each inventory. Discrepancies shall be brought before the (School) Board for disposition. For purposes of this policy "tangible personal property" shall mean any property item, of a non-consumable nature, with a life expectancy of one (1) year or more. Tangible personal property items shall be capitalized if it has a value equal (or less) to that set forth in State statute or less (District School Board of Pasco County is $750 or less). (As defined in) F.S ,

7 DIFFERENCE BETWEEN CORRECT AND INCORRECT NON-CAPITALIZED FORMS CORRECT FORM DATED 07/09/2012 SEE NEXT PAGE FOR INSTRUCTIONS ON FILLING OUT THIS REVISED FORM INCOMPLETE AND/OR INCORRECT NON-CAPITALIZED FORMS WILL BE RETURNED FOR CORRECTIONS AND MAY CAUSE A DELAY IN PROCESSING * Keep property separated by Non-Cap package so it WILL NOT DELAY the pickup and removal process from your facility. Property CANNOT be picked up by Distribution Services until ALL paperwork has been completed/submitted AND has been approved by the Board for removal AND has been placed in designated pickup area. DO NOT ADD PROPERTY TO THE NON-CAPITALIZED FORM ONCE THE FORM IS SUBMITTED TO CRO. Warehouse drivers will inventory property and only remove those items that have been Board approved.

8 Non-Capitalized Furniture or Equipment Form Instructions: (Please Read All Instructions Failure to properly follow instructions will delay the processing of your paperwork and/or items) The Non-Capitalized Furniture or Equipment Form is used to auction, recycle, or dispose of property without an asset tag number (BPI or Bar Code ID). This is required per Florida Statues. This form must be typed because it will be submitted to the School Board Members for their approval. Procedures for Processing the Non-Capitalized Furniture and Equipment Form: 1. The form is available on the Conservation and Recycling Operations (CRO) website at: 2. Click on the link to the form and save it to your computer. 3. The form was created using Microsoft Excel. The cells where you are required to type are unlocked, so you can just tab through the form. Open the form and begin typing your information. 4. List your department or school name, cost center number, date, and requested information at the top of the form. 5. List a detailed description for each item making sure to capitalize the first letter of each word. (Example: Wooden Teacher Chair, Metal Rolling Cart, 16 Student Chair, Apple IMAC Keyboard) 6. List the quantity for each item. 7. List the condition for each item using the codes provided, type F (Fair) or P (Poor). Please use only the capital letter, F or P do not type the whole word. 8. DO NOT fill in the Disposition Section. CRO will determine the disposition of your items. 9. Review the form for accuracy, grammar, capitalization, and punctuation. Remember, all forms, including the Non-Capitalized form, are available for public viewing and will be scrutinized for correctness. If there are any mistakes, your paperwork will be returned to you which may cause a delay in processing. If you have any questions, please contact CRO. 10. Print the form. 11. Have your Cost Center Administrator or Designee sign the form (which verifies the accuracy of the request) in the Signature/Title field at the top of the form. Forms will not be processed unless they are typed and have the appropriate signatures. 12. Submit the form directly to CRO via courier. Faxed copies will not be accepted. Based on the quantity of the items and their conditions, CRO will determine if a large metal and/or trash roll-off container may need to be ordered for your department or school. Small quantities of items will be picked up by Distribution Services. REMEMBER ELECTRONICS AND/OR METALS MAY NOT BE THROWN AWAY, THEY MUST BE RECYCLED. If you have any questions, please contact Conservation and Recycling Operations at /37. 8

9 SAMPLE REVISED NON-CAPITALIZED FORM FORM MUST BE TYPED ON COMPUTER Detailed Description of Item (s) Your Cost Center information here Sign Here/Title Date 16 Student Chair SAMPLE ONLY Type only in Black and check spelling. See NOTE Below 25 F or P DO NOT WRITE IN THIS SECTION DO NOT WRITE ANYWHERE BELOW THIS LINE Check Revision Date - Newest Revision posted on website NOTE: CAPITALIZE FIRST LETTER IN ALL WORDS IN DESCRIP- TIONS AS WELL AS ANY BRAND NAMES (i.e. GE Television, Apple IMAC Computer Speakers, Overhead Projectors, 4-Drawer File Cabinet) INCOMPLETE AND/OR INCORRECT NON-CAP FORMS WILL BE RE- TURNED FOR CORRECTIONS AND MAY CAUSE A DELAY IN PROCESSING * Keep property separated by Non-Cap package so it WILL NOT DELAY the pickup and removal process from your facility. Property CANNOT be picked up by Distribution Services until ALL paperwork has been completed/submitted AND has been approved by the Board for removal AND has been placed in designated pickup area. DO NOT ADD PROPERTY TO THE NON-CAPITALIZED FORM ONCE THE FORM IS SUBMITTED TO CRO. Warehouse drivers will inventory property and only remove those items that have been Board approved. 9

10 Again, if you have any questions please let us know...we are here to help! Conservation and Recycling Operations (CRO) Tony Bartenope, Recycling Coordinator (727) (813) (352) Cell (813) Fax (813) Kathy Ross, CRO Assistant (727) (813) (352) Fax (813) Website: 10