Administrative Services

MATERIEL

SURPLUS PROPERTY

Fixed Asset Information

SECTION 5: Requesting Adjustments for Fixed Assets in the NIS System

The Materiel Administrator is the sole authority for approving any and all adjustments of fixed assets in the EnterpriseOne system. The Surplus Property Manager will be the focal point for the receiving of all requests for adjustments of fixed assets. All agencies, boards, and commissions will forward the documents required (identified in the process below) and ensure that the requested action meets guidelines/policies/applicable statute. The Surplus Property manager will then advise the Materiel Administrator on the feasibility of all proposed and/or requested adjustment actions.

Adjustments of fixed assets in the EnterpriseOne system can happen or be necessitated due to a variety of reasons. Some of the reasons can include but are not limited to:

  • The fixed asset was under warranty and has been exchanged for a like/repalcement item.
  • Assets may have been added to the EnterpriseOne system in error (administratively).
  • The agency, board, or commission has changed their capitalization policy.
  • The fixed asset may have been lost, stolen and all applicable procedures for documentation have been followed.

Any questions about adjustment process or documentation required should be addressed to the Surplus Property Manager or State Purchasing Bureau. All requests for adjustment actions should be addressed and routed to the Surplus Property Manager for review. The Surplus Property Manager will coordinate with the Materiel Administrator for approval. The Surplus Property Manager will advise the agency, board, or commission when the adjustment has been approved or if additional information or documentation is needed.

The following is a sequence of events that must be followed for all proposed and/or requested adjustments of fixed assets:
Step
Action
Step 1

Prepare the proposed surplus document (SPN Form) in the NIS system. Multiple assets can be included on one adjustment request if they all have "exactly the same circumstances" surrounding the issue at hand; i.e., several assets were added in error or an agency has multiple assets that are now below their capitalization threshold. All assets on one SPN need to be identified on the asset master record as being in "PA" status and the same SPN number must be assigned on the asset master.

Step 2

The SPN report should be printed out in hard copy.

Step 3

The agency, board, or commission needs to prepare a memorandum identifying the circumstances surrounding the requested adjustment request. Specific information is required to support the requested action; i.e., supporting documentation of the warranted exchange, police reports for lost items and/or what the agency has done to attempt recovery of the items, or in cases of capitalization threshold changes, a copy of the agency's policy memorandum.

Step 4

The agency, board, or commission should forward the SPN (Step 2) and the memorandum and documentation (Step 3) to the Surplus Property Manager for review.

Step 5

The Surplus Property Manager will review the documentation and memorandum for completeness. If inconsistencies or lack of information are found, the Surplus Property Manager will re-contact the agency for additional information.

Step 6

Once all information is obtained, and in the Surplus Property Manager's opinion, the request warrants approval, the Surplus Property Manager will present this information to the Materiel Administrator for his consideration and approval, if appropriate.

Step 7

If the Materiel Administrator deems additional documentation or information is needed, the Surplus Property Manager will re-contact the agency concerned, and request that the additional explanation or documentation be forwarded to the Surplus Property Manager for re-presentation to the Materiel Administrator.

Step 8

The Materiel Administrator approves the requested action and furnishes the original signed SPN to the Surplus Property Manager.

Step 9

Upon receipt by the Surplus Property Manager, two things will happen: (1) The agency is provided a copy of the approved surplus adjustment request document for their records (2) The Surplus Property Manager will keep the original SPN document and process the items for removal from NIS. The agency, board, or commission will be notified via e-mail when this removal has been completed.