Surplus Forum March 31 – 9 to 11 am

1. Surplus ForumMarch 31 – 9 to 11 am Agenda • Frequently Asked Questions • Updates, Rules, and Policies • Billing Report • Pickups and Deliveries • Disposal Tracking • Interdepartment Transfers .

2. Frequently Asked Questions Corry Hill 801-538-3192 coraleehill@utah.gov

3. Frequently Asked Questions, FAQ Sources Past Forums Did You Know Common Questions

4. Frequently Asked Questions Search by Keyword or by Category

5. ‘Approve’ was entered as the keyword

6. How do I authorize a SP1? Answer includes: A step by step how to Refers to examples in past Forums

7. FAQ, Keyword - Forum

8. Index – Past Forums

9. Index to Past Forums surplus.utah.gov FORUM FORUM

10. Index to Past Forums – page 1

11. Index to Past Forums – page 2

12. FAQ’s Category selected was “Passwords”

13. Which password do I use? Explains the three passwords used and refers to examples in past Forums

14. Frequently Asked Questions • Call or email if you can’t find your question. • We will add it to the FAQs.

15. Updates, Rules, Policies Dan Martinez 801-619-7200 danmartinez@utah.gov

16. Reminders and Updates • 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

17. To remove a user, go to Departments then Department Profile Click on the garbage can at the end of the row with their name

18. Rules & Policies surplus.utah.gov

19. Rules & Policies

20. Rates & Fees surplus.utah.gov - Administration

21. Surplus Property Rates & Fees 2009

23. Billing Report Dan Martinez 801-619-7200 danmartinez@utah.gov

24. Billing Report • Go to surplus.utah.gov • Scroll down to State Agency Links, then • Click on “Billing Report”

25. Billing Report Search Parameters: Account/ELCID, FINET DOC#, SP1 and/or Date

26. Billing Report FINET #, Invoice #, Charge Type, Authorized by, Inventory# SP1 Number, Description, Line, Qty, Total

27. Pickups and Deliveries Dan Martinez 801-619-7200 danmartinez@utah.gov

28. 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.

29. 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.

30. Pickups

31. 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.

32. Disposal Tracking Dan Martinez 801-619-7200 danmartinez@utah.gov

33. Disposal Tracking • Shows the status of SP1’s that have been picked up • To view Disposal Tracking: click on Departments, then Disposal Tracking

34. 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

35. Disposal Requests Tab Click on the green ‘Notes Icon’ to view reasons why Cancelled SP1s are shown in RED

36. “All items from the Disposal Request were deleted”

37. Disposal Line Items Tab Click on the “+” in the yellow box to see more Click on the green ‘Notes Icon’ to view reasons why.

38. “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”

39. “Deleted @ Receiving, item was not picked up”

40. Interdepartment Transfers Dan Martinez 801-619-7200 danmartinez@utah.gov

41. Begin a new SP1(Departments, Disposal Requests, Add/Edit, New) Select ‘Interdept. Transfer’ as the Disposal Type

42. Select the receiving department and the contact person Enter the first few letters of the department, then select the department from the dropdown

43. 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.

44. The receiving department will need to log in and authorize the request Go to Departments, Interdept. Transfers then click on the request

45. Click ‘Edit’ at the bottom, then assign an Account Code to each item. Then authorize the request

46. QuestionsComments Dan Martinez 801-619-7200 danmartinez@utah.gov