To gain access to the Property Control System, you apply through your supervisor. Your supervisor requests access for you in writing (e-mail, fax, or US Post) from the Property Manager at ofc: 279-0596, fax: 278-0352, Email: Jim.Jobkar@alaska.gov. The request must include the following information: department name and number, division, section, and user ID. If you don't know what user ID to use, check with your supervisor.
To request and have reports printed, choose option 3 from the State Property Control Systems main menu. Then choose your sort sequence from the options. Next choose A/J (Anchorage or Juneau) R/P (Report or Microfiche) and be sure to include your name in the requestors field.
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 the following, regardless of value: "Mandatory Control List" items and sensitive items. Also, some departments, or divisions have identified items for accountability. As with all accountability issues, first check with your office or section Property Custodian, or your Departmental Property Officer.
Obsolete computer systems without any appreciable market value are often sent directly to refuse. These items include the following: 286 and 386 computers and associated software, DOS-based software, dumb terminals, monochrome monitors, CGA & EGA monitors, and modems of 9600 baud and below. To dispose of the obsolete items, you must complete a Property Destruction and Salvage Request (Form 02-610). The form is then forwarded to your Departmental Property Officer, who in turn, forwards the request to PMO for approval and/or disposition instructions.
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 transferring an item to another department.
Property control decals are provided by your DepartmentalProperty Officer (DPO). If needed, the DPO 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 (PCN), found on each decal, is the responsibility of your DPO. A decal cannot be placed on all items. In these instances, the item must be marked with a PCN in indelible ink. Please contact your DPO 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. (PMO). The PMO will only approve trade-ins in the best interests of the State. Property Custodians propose trade-ins through their Departmental Property Officer. The memo must include:
Equipment description including Property Control 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 "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 PMO.
No! The Property Management Office (PMO) does not accept paint, oil, batteries, solvents, asbestos, cleaning agents, flammable materials, toxic materials or explosives. PMO does not assume responsibility for hazardous or toxic materials, including such materials, which may be part of a state building. The surplus warehouses will not accept such materials from departments. Information regarding the proper disposal of hazardous materials can be obtained from the Alaska Department of Environmental Conservation.
The following state employees and family members residing with the employee are restricted from purchasing State Surplus:
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 or her eligibility prior to bidding.)