To gain access to the Property Control System, you must complete the property system security form and forward to the State Property Manager at Christopher.Brooks@alaska.gov or by fax at 907-278-0352 for approval.
The State requires you to account for the following items: non-expendable personal property and equipment valued at more than $1,000.00, regardless of the funding source or means of acquisition. Additionally, you must account for all sensitive items regardless of value. Some departments or divisions have identified additional items for accountability. As with all accountability issues, first check with your office or section Property Custodian, or your Departmental Property Officer.
No. Coordinate with your Property Custodian or Departmental Property Officer and use your departments means of accountability. A transfer form is only needed when excessing or transfering property to another department.
Property control decals are provided by your Departmental Property Officer. If needed, the Departmental Property Officer orders decals from Department of Administration, General Services, Forms Management, Juneau. 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 manufacturers part number. The assignment of Property Control Numbers, found on each decal, is the responsibility of your Departmental Property Officer. A decal cannot be placed on all items. In these instances, the item must be marked with a Property Control Numbers in indelible ink. Please contact your Departmental 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 in the best interests of the State. Property Custodians propose trade-ins (on a memo) through their Departmental Property Officer. The memo must include:
Equipment description including Property Control Numbers and 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, and estimated trade-in allowance
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 "lending" 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 Officer.
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.
The following state employees and family members residing with the employee are restricted from purchasing state surplus property:
An employee directly involved in the operation or policy making of the Department of Administration, Division of General Services, Property Management Office.
An employee 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.
An employee who 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.