Whether you’re moving essential equipment or office supplies, navigating the logistics of property transfers between campuses can sometimes feel like a daunting task. To help you through the process, MGA's Division of Finance & Operations and Public Safety & Risk Managment created a comprehensive guide that outlines the steps for a successful property transfer and answers FAQs about the process.
- Submit a Property Transfer Form: Begin by completing the official property transfer request form indicating any asset tag information on the form.
- Provide Details: Include all necessary details of the items being transferred and their condition. Be sure to specify the source and receiving destination information.
- Conduct an Inventory Check: Before the transfer, ensure that all items are accurately inventoried. This helps prevent loss and ensures that all items are accounted for.
- Document Condition: Note the condition of each item. This can be crucial for tracking purposes and for resolving any discrepancies that might arise.
2. Follow Procedure for Surplus of State Property
Procedure for Surplus of State Property - Macon Campus:
After completing the Property Transfer Form:
- ORM will contact you regarding asset condition (working condition and property location) so that pictures can be taken, and all necessary information has been gleaned needed to enter this data into AssetWorks (the state surplus database).
- ORM will manage all interactions with the state and potential buyers unless other arrangements are made.
Procedure for Surplus of State Property – All other campuses:
After completing the Property Transfer Form:
- You will need to take at least two pictures of each asset, by itself, with NO other objects in the frame.
- Dimensions of the asset are required (W x L x H) as well as approximate weight in pounds.
- If this is a vehicle, including golf carts, a Vehicle Inspection Form (found here) must be filled out entirely.
- A contact person on campus where assets are located must be selected that schedule inspection times with potential customers, fields any questions by phone, schedules days/times available for pick up (the state sends a scheduler via email to the contact person) and meets with buyers for asset removal.
- This information needs to be sent to ORM for uploading into AssetWorks and starting the surplus process.
- When buyer comes to pick up the purchased items, it is required that only the buyer can receive the purchased asset (unless they made other arrangements with the state) and must sign the “Bill of Sale” proving that the item was paid for and received from our inventory. You are allowed to ask to see their driver license or state ID, but you cannot make a copy of it. Also, we are not allowed to assist customers with the removal of these assets. They must bring their own help if assistance is needed. However, depending on how large the item is we ARE allowed to use our forklift to assist loading if one is available, but NO hands-on assistance. If we use our forklift to assist loading purchased assets, we must stress to the customer that we are not liable for anything that could possibly happen to their purchase if there is a mishap with the forklift while assisting them. They assume the risk. The signed Bill of Sale then must be scanned and sent to ORM and forwarded to the state to finalize this transaction.
- If a purchased asset has a state of Georgia property tag attached to it, it is imperative that it either be removed or the number recorded and sent to the Office of Finance (OOF) for the asset to be removed from our current inventory. If the tagged asset is just being relocated, this new location information must also be sent to OOF so that when an inventory is conducted, the correct asset custodian will be able to confirm the property’s existence and location. These steps will greatly help in keeping our asset inventory and its locations accurate, which otherwise could create a lot of confusion.
NOTE: All state-owned assets in the care, custody of any employee or department of MGA must be accounted for and not disposed of in any fashion unless the procedures outlined below have been implemented. Any asset that you would like to move from one location to another must follow the guidelines discussed and must NOT be moved until proper authorization has been granted. Any unneeded item with a potential value of $20 and up, MUST be considered for surplus. MGA gets money back for each asset sold and this process provides funds for much-needed new supplies or equipment.
Risk Management is charged with disposing of and/ or charting all relocations of state property and will be your point of contact should the need arise.
