To gain access to the Property Control System, you must complete the Property System Security Form and forward to the State Property Manager for approval at firstname.lastname@example.org or by fax at 907-754-3407.
You can obtain property transaction forms through your Departmental Property Officer or by placing an order utilizing the Property Forms Catalog located on the Division of General Services, Property website at the following link:
Note: The use of electronic property forms is permitted providing no changes are made to the content of mandatory use forms. Departments are responsible for assigning the numbers used on electronic property forms. Electronic copies of the mandatory-use forms can be downloaded from the Division of General Services, Property website at the following link:
The state requires departments to account for the following property items:
non-consumable property that has a value of $5,000.00 or greater.
sensitive items regardless of value.
lease purchase or installment purchase equipment or long term rental equipment and supplies on loan for contractor or grantee use regardless of value.
Some departments or divisions have identified additional items for accountability. Check with your office/section and Departmental Property Officer for a list of these items.
Note: All state property, regardless of value, shall be identified on the appropriate property transaction form (this includes trade-in and donation requests) for approval by the Property Management Office when falling under one of the following categories:
transfer (inter-departmental and intra-departmental)
lost, stolen, damage
This provides accountability of state property that is excessed, transferred, destroyed, or lost/stolen/damaged.
No. Coordinate with your Departmental Property Officer and use your department’s means of accountability. A property transfer form is only required when excessing or transferring property to another department.
Property control decals are provided by your Departmental Property Officer. If needed, the Departmental Property Officer orders decals from the Property Forms Catalog located on the Division of General Services, Property website at the following link:
Place the tag where it can be easily seen and in such a manner that it does not interfere with the operation of the item, or cover important information such as the serial number, model, or manufacturer’s part number. The assignment of Property Control Numbers, found on each decal, is the responsibility of your Department Property Officer. A decal cannot be placed on all items. In these instances, the item must be marked with a Property Control Number in indelible ink. Please contact your Department Property Officer regarding questions concerning whether or not to use a Property Control Number, and whether or not you should use a decal for that purpose.
Yes, departments may replace or upgrade equipment through a trade-in of a like item. Trade-ins require advanced written approval by the Property Management Office. The Property Management Office will only approve trade-ins that are in the best interest of the state.
A proposed trade-in is initiated by memorandum from the Property Custodian, approved by the Department Property Officer. The memo must include:
equipment description including property control numbers and/or serial numbers;
equipment condition and current estimated value;
statement of need and significant program impacts (if any) should the trade-in be denied;
description of new equipment desired, including proposed method of purchase, estimated purchase price, estimated trade-in allowance, and name and contact information of vendor accepting trade-in.
The Property Manager will update the Property Control System reflecting the trade-in for the property items identified on the trade-in request memorandum.
Yes. Property may be loaned to another department for a period less than six months without approval of the Property Management Office. Property control of loaned items remains with the "loaning" department. Such loans are subject to internal approval by the appropriate Department Property Officer. If an item will be on loan for more than six months, a permanent transfer must be considered and the request routed to the Property Management Office.
No! The Property Management Office does not accept any hazardous materials including but not limited to: paint, oil, batteries, solvents, asbestos, cleaning agents, flammable materials, toxic materials or explosives. Property Management Office does not assume responsibility for hazardous or toxic materials, including such materials which may be part of a state building. Information regarding the proper disposal of hazardous materials can be obtained from the U.S. Environmental Protection Agency and the Alaska Department of Environmental Conservation.
A state employee and family members residing with the employee are not eligible to bid on a surplus sale item if any one of the following applies:
The employee is directly involved in the operation or policy making of the Property Management Office.
The employee is directly involved at any level in the decision making process which ultimately resulted in the item(s) being sold. Under these circumstances, the employee may not make an agreement with another person to purchase the items for the employee. The employee may bid on other items in which the employee had no part in the excessing process or decision making.
The employee is declared ineligible to bid by the employee's department, for whatever reasons the department makes such declaration. It is the employee's responsibility to confirm his/her eligibility prior to bidding.
The Executive Branch Ethics Act (AS 39.52) provides ethical guidelines for state employees.
The Department of Administration cannot confirm any employee's eligibility to bid. In the event of any investigation resulting from complaints or questions regarding sale results, each bidder bears sole responsibility for his/her actions.
Under AS 39.52, a system of designated supervisors is established to provide employees with a source of assistance when they have questions about actions they contemplate which might be restricted by the Executive Branch Ethics Act.