Instructions For Preparation Of Surplus Reports

(1) The following instructions should be read carefully before the preparation of a Surplus Report is attempted. (a) All state surplus personal property will be reported to the State Personal Property Utilization Division on one of the following forms; 1. All items except motor vehicles will be reported on Reports of Surplus Personal Property Addition, Correction and Deletion Report, Form SPMD-1A (Appendix 3). 2. Multiple Transaction Document, Form SPMD-6 (Appendix 4). This form will be used as a supplement to Form SPMD-1A. 3. Motor vehicles will be reported on Report of Surplus Vehicles, Form SPMD-15 (Appendix 5). 4. Forms are available from: The Department of General Services State Personal Property Utilization Division 6500 Centennial Boulevard Nashville, Tennessee 37243-0543 (b) Separate reports are required for each item being reported to State Personal Property Utilization Division for destruction, sale or transfer, with the following exceptions: 1. Items that are identical in nature may be reported on one SPMD-1A, with accompanying SPMD-6 (Multiple Transaction Document). Be sure to enter the total number of like items and all tag numbers on the SPMD-6. ITEMS WITHOUT TAG NUMBERS SHOULD NOT BE INCLUDED IN THIS GROUP. 2. Items that have no tag number and are of identical kind and condition may be grouped on one SPMD-1A. Example (25 ea. chairs, wood w/arms). (c) FORM SPMD-1A-REPORT OF SURPLUS 1. The following fields are mandatory and must be completed. Incomplete forms will be returned to sender. Returned documents will cause a delay in the movement of your surplus property. (i) Block 1: Agency Number (Insert Allotment Number) (ii) Block 2: Date of this Report (iii) Block 3: Property Officer Code (iv) Block 4: Transaction Code (Insert “5”) (v) Block 5: If property has a state tag number (any tag that begins with an alpha character) enter here. If property has no tag at all, write NO TAG. (vi) Block 6: If property has an old property tag number (any tag that begins with a numeric character) enter here. DISPOSAL OF STATE SURPLUS PROPERTY CHAPTER 0690-02-01 (vii) Block 7: Date received by state (give the date that the item was purchased; if unknown, make a realistic estimate.) (viii) Block 8: N/A (ix) Block 9: N/A (x) Block 10: Property description (prime description, listing noun first.) (xi) Block 11: Additional description (serial number, model number, manufacturer.) (xii) Block 12: Additional description (to better identify item for potential user.) (xiii) Block 13: Additional description (xiv) Block 14: Status Code (Enter “S”) (xv) Block 15: Condition Code (use codes in rule .22) (xvi) Block 16: Physical Inventory - Enter “Y” (xvii) Block 17: County Code (use codes in rule .23) (xviii) Block 18: Installation Number (xix) Block 19: Building Number (xx) Block 20: Room Number 2. If this item is assigned to an individual, complete Block 21 & 22; otherwise leave blank. (i) Block 21: Social Security Number (individual to which property is assigned.) (ii) Block 22: Name (individual to which property is assigned) (iii) Block 23: N/A (iv) Block 24: N/A (v) Block 25: N/A (vi) Block 26: N/A (vii) Block 27: N/A (viii) Block 28: N/A (ix) Block 29: N/A (x) Block 30: N/A (xi) Block 31: N/A DISPOSAL OF STATE SURPLUS PROPERTY CHAPTER 0690-02-01 (xii) Block 32: N/A (xiii) Block 33: N/A (xiv) Block 34: N/A (xv) Block 35: N/A (xvi) Block 36: N/A (xvii) Block 37: N/A (xviii) Block 38: N/A (xix) Block 39: N/A (xx) Block 40: N/A (xxi) Block 41: N/A (xxii) Block 42: Disposal Price: Enter the amount your agency is requesting. To encourage utilization of surplus, it is recommended that this amount be kept to a reasonable minimum. In all cases, the Commissioner of General Services, by law, will determine the fair market value. (xxiii) Block 43: N/A (xxiv) Block 44: Administrator signature (xxv) Block 45: N/A (xxvi) Block 46: N/A (xxvii) Block 47: Batch Number (xxviii) Block 48: Property Officer signature (xxix) Block 49: Page number of this report 3. FORM SPMD-1 - REPORT OF SURPLUS VEHICLES (i) When notified by Motor Vehicle Management that replacement vehicle is available, a Form SPMD-15 should be completed on the vehicle being replaced. Deliver replaced Vehicle, Title, and Form SPMD-15 to State Personal Property Utilization Division, 6500 Centennial Boulevard, Nashville, Tennessee. Do not remove license tags before delivery. Upon delivery of the above (Vehicle, Title, Form SPMD-15), to State Personal Property Utilization, your form SPMD-15 will be signed by a representative of State Personal Property Utilization authorizing you to receive your new vehicle from Motor Vehicle Management. (ii) All reports of surplus shall be typed to facilitate reproduction and distribution. The following information is to be included on the report. DISPOSAL OF STATE SURPLUS PROPERTY CHAPTER 0690-02-01 (I) Block 1: Requisition No. - Agency should assign its own number for control and, in addition, if this is a replacement vehicle, the requisition number from the form P-1 shall also be inserted. Example: 17 (P-1 No. 163). (II) Block 2: Allotment Code (III) Block 3: Page No. - Self-explanatory (IV) Block 4: Date the report was transmitted to the State Personal Property Utilization Division (V) Block 5: Complete name and address of reporting agency (VI) Block 6: Prime Contact - The individual designated for any queries concerning listed surplus vehicle(s). (VII) Block 7: Approval - Agency approvals, including final approval by the responsible property officer. (VIII) Block 8: Received by - To be signed by receiving person in State Personal Property Utilization Division of the Department of General Services. (IX) Block 9: Line item number - Self-explanatory (X) Block 10: TSC Number - Self-explanatory (XI) Block 11: License number of each vehicle (XII) Block 12: Current Mileage - For each vehicle (XIII) Block 13: Operable - Yes or No (XIV) Block 14: Description of Vehicle(s) - Include as a minimum the items listed (XV) Block 15: Condition Code - Each vehicle should be coded as nearly as possible to describe the condition of the vehicle. You should use the list of condition codes found in Appendix 1. Be as realistic as possible. (XVI) Block 16: Source - New or Surplus (XVII) Block 17: Acquisition Cost - If unknown, a realistic estimate should be made. (XVIII) Block 18: Amount Requested - Enter the estimated fair market value. The final determination of the fair market value will be made by the Commissioner of the Department of General Services.