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 State Surplus Property – Disposal Program
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State Property Disposal Process
 Surplus Property redistributes and disposes assets no longer needed by the state in a variety of ways. The disposal process is designed to maximize the asset's use and create an asset disposal audit trail consistent with good accounting procedures. See the PDF Icon Georgia Surplus Property Manual, Chapter 9, for details.

All requests to dispose of state personal property must be submitted to Surplus Property utilizing the transfer form(s) below. Only personnel authorized by the agency may sign a transfer form. Every state agency has a designated property coordinator who is responsible to dispose of surplus property. Transfer forms may be used for different disposal options depending on the agency need. Forms must contain all applicable information and must be signed by an authorized agency representative.

Contact Information
Forward completed forms to star@doas.ga.gov.
  
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Official Forms and Documents
 The following documents are the official forms of Surplus Property and should not be altered for any reason
TypeTitleDescriptionRevision Date
collapse State Category: General
IconAgency Change RequestForm used to make updates to agency and personnel information.
11/9/2010
IconSurplus Property Affidavit of DisposalDocuments final asset disposal/destruction11/9/2010
IconProperty Transfer FormForm to document all asset disposal requests including transfer, negotiated Sale, disposal/destruction, or vendor return.12/13/2010
IconProperty Transfer ContinuationContinuation form for transfer request11/9/2010
IconSurplus Vehicle Inspection FormDocuments vehicle condition when vehicle will be disposed of on-site.11/9/2010
IconMissing or Stolen Property ReportReport to document missing or stolen property.11/9/2010
collapse State Category: Property Disposal
IconDisposal Process ChartThis chart documents the overview of the state personal property disposal process.
1/28/2010
IconProcedure for Surplusing VehiclesInstructions for on-site vehicle sale11/9/2010
IconSurplus Property Disposal Quick ReferenceJob aid for GA state employees to have basic property disposal information.2/9/2012
IconAsset Works User GuideGA state agency user instructions for disposing of proeprty through Asset Works application
IconBusiness Associate Agreement for Electronics DisposalDiversified Recycling Business Associate Agreement.  Vendor agrees to comply with HIPPA requirements relating to the disposal of all SOG electronics. 7/23/2014
 
 
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Disposal Resources – for property not eligible for disposal through Surplus Property.
 The following disposal resources are available to assist state entities with property that is not eligible for disposal through Surplus Property. Companies on these lists are not under state or entity contract and are not endorsed by the Department of Administrative Services.
  
TitleDescription
Environment, Health & Safety Online
Information for scrap tire processors, solid waste inert disposal facilities, solid waste collection operations,  and solid waste transfer disposal facilities is available under the "Hazardous Waste Management Branch" area of this Web site.
  
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Virtual or Onsite Disposal
 Asset disposals are conducted "onsite," meaning assets are managed in place rather than moved to a central location. Assets not redistributed are sold to the public through internet auctions. Agencies may have special disposal circumstances that are managed on an exception basis; contact Surplus Property for assistance. Disposal options are briefly described below. See the Surplus Property Manual, Chapter 8, for additional information.

Orange  Transfer (T)– State agency to State agency
Assets that are being moved between agencies require Surplus Property authorization. However, those moving within an agency do not. See the Surplus Property Manual, Chapter 10, for details.
Orange  Direct Negotiated Sales (DNS) – State agency to Eligible donee
Direct negotiated sales are used for redistribution from a state agency directly to an eligible donee (local government or nonprofit). These transactions are encouraged as they have a direct benefit to local communities. Since there is always a charge for these assets, contact Surplus Property for pricing assistance. See the Surplus Property Manual, Chapter 10, for additional information.
Orange  Vendor Return (V) – State agency to vendor
The Georgia Procurement Manual (GPM) permits state agencies to trade-in assets in exchange for some concession when acquiring new, like items. Vendor return transactions are authorized by Surplus Property and are encouraged as a cost-effective disposal method. When reviewing requests for vendor return, Surplus Property is looking for some advantage to the state. Vendor return is also utilized to remove assets from inventory for risk management resolution. See the Surplus Property Manual, Chapter 11, for details.
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Assets not redistributed or destroyed are offered to the public through either internet auction or internet "buy it now" (fixed price) sale. They are offered for three to five business days and winning buyers will have up to five business days to pay for and remove the property. Agencies need to plan for this cycle when developing their disposal schedules. See the Surplus Property Manual, Chapter 12, for details.
Orange  Authorized Destruction/Disposal (AD) – State agency to scrap or trash
When assets are damaged and repair is not feasible, inappropriate, or the cost exceeds the fair market value (FMV), they should be considered for destruction. Onsite destruction of property is frequently the most appropriate method of disposal. See the Surplus Property Manual, Chapter 13, for additional information. AD may also be issued after all other disposal methods have failed and rather than destroying the material, Surplus Property authorizes its donation to a local nonprofit thrift store. All requests for destruction/disposal authorization must be received prior to destruction or disposal. Requests after-the-fact will not be authorized. Failure to comply with these restrictions could result in criminal prosecution. See the Surplus Property Manual, Chapter 13, for details.
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Vehicle disposals represent unique issues for disposing agencies. For state facilities that cannot store vehicles through the sale process, Surplus Property has contracted a vehicle auction vendor. The vendor can schedule and transport the vehicle or accept delivery 24/7 for the agency's convenience. Agencies that elect to dispose of vehicles virtually (on-site) must submit a completed vehicle inspection form and a minimum of four photos with the disposal request. See the Surplus Property Manual, Chapter 14, for details.
Orange  Electronics Disposal (ELC) – State agency to electronics scrap vendor
Electronics represent a special disposal concern to the state for two reasons: some components are classified as hazardous and the equipment of others may contain sensitive or security-related information. Surplus Property has a contract to pick up any accumulation of electronics from any state agency and dispose of it through complete de-manufacturing (shredding). See the Surplus Property Manual, Chapter 15, for details.
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