Surplus Forum March 31 – 9 to 11 am Agenda – Frequently Asked Questions – Updates, Rules, and...
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Transcript of Surplus Forum March 31 – 9 to 11 am Agenda – Frequently Asked Questions – Updates, Rules, and...
![Page 1: Surplus Forum March 31 – 9 to 11 am Agenda – Frequently Asked Questions – Updates, Rules, and Policies – Billing Report – Pickups and Deliveries – Disposal.](https://reader030.fdocuments.net/reader030/viewer/2022032806/56649efc5503460f94c1048a/html5/thumbnails/1.jpg)
Surplus Forum
March 31 – 9 to 11 am
Agenda
–Frequently Asked Questions–Updates, Rules, and Policies–Billing Report–Pickups and Deliveries–Disposal Tracking–Interdepartment Transfers
.
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Frequently Asked Questions, FAQ
SourcesPast ForumsDid You Know
CommonQuestions
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Frequently Asked Questions
Search by Keyword or by Category
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‘Approve’ was entered as the keyword
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How do I authorize a SP1?
Answer includes:A step by step how toRefers to examples in past Forums
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FAQ, Keyword - Forum
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Index – Past Forums
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Index to Past Forums
surplus.utah.gov FORUM
FORUM
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Index to Past Forums – page 1
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Index to Past Forums – page 2
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FAQ’s
Category selected was “Passwords”
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Which password do I use?
Explains the three passwords used and refers to examples in past Forums
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Frequently Asked Questions
•Call or email if you can’t find your question.
•We will add it to the FAQs.
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• 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
Reminders and Updates
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To remove a user, go to Departments then Department
ProfileClick on the garbage can at the end of the row with their
name
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Rules & Policies
surplus.utah.gov
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Rules & Policies
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Rates & Feessurplus.utah.gov -
Administration
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Surplus Property Rates & Fees 2009
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Billing Report
•Go to surplus.utah.gov
•Scroll down to State Agency Links, then
•Click on “Billing Report”
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Billing Report
Search Parameters:Account/ELCID, FINET DOC#, SP1
and/or Date
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Billing Report
FINET #, Invoice #, Charge Type, Authorized by, Inventory# SP1 Number, Description, Line, Qty, Total
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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.
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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.
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Pickups
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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.
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Disposal Tracking
•Shows the status of SP1’s that have been picked up
•To view Disposal Tracking: click on Departments, then Disposal Tracking
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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
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Disposal Requests Tab
Cancelled SP1s are shown in RED
Click on the green ‘Notes Icon’ to view reasons why
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“All items from the Disposal Request were deleted”
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Disposal Line Items Tab
Click on the “+” in the yellow box to see more
Click on the green ‘Notes Icon’ to view reasons why.
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“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”
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“Deleted @ Receiving, item was not picked up”
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Begin a new SP1 (Departments, Disposal Requests, Add/Edit,
New)
Select ‘Interdept. Transfer’ as the Disposal Type
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Select the receiving department and the
contact person
Enter the first few letters of the department, then select
the department from the dropdown
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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.
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The receiving department will need to log in and authorize the request
Go to Departments, Interdept. Transfers
then click on the request
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Click ‘Edit’ at the bottom, then assign an Account
Code to each item.
Then authorize the request