MATERIALS MANAGEMENT

Asset Management

Surplus Property (Assets)

Central Supply

Central Receiving

Postal Services

Asset Management

Introduction

Laws of the State of Georgia require that the Department of Administrative Services (DOAS) maintain an accurate central inventory of equipment (assets) owned by the State meeting the definition of inventoried equipment.  Under these laws and regulations of DOAS, the Board of Regents requires that each institution have a Property Control Officer who is responsible for recording and reporting acquisitions, placing asset identification tags on equipment, recording the internal movement of equipment, recording dispositions of equipment, verifying, and preparing periodic inventory reports.

Asset Manager

The Director of Materials Management is Asset Manager for Georgia Southwestern State University (telephone ext. 2066 or e-mail jhall@gsw.edu.   The Asset Manager maintains a perpetual inventory listing of assets meeting the criteria for inventoried assets and performs other duties required by State laws, Board of Regents’ and Georgia Southwestern State University’s policies and procedures related to State-owned equipment.

Definition of Inventoried Assets

Any moveable item which is basically non-consumable and non-expendable in nature, such as motor vehicles, mechanized and non-mechanized equipment, office equipment, appliances, etc., having an estimate usable life of three or more years and an item acquisition cost of $1,000.00 or more. Weapons regardless of cost, and certain defined equipment purchased with Federal funding are also listed. 

Primary Responsibility for Departmental Assets

Each administrator dean, director, or department head is accountable for all assets assigned to their respective department(s) of responsibility.   This responsibility is not only for inventoried equipment, but non-inventoried equipment, and supply items as well.    Although this basic responsibility cannot be delegated, each administrator, dean, director, or department head may appoint an employee to be the departmental Inventory Coordinator.  State assets, regardless of acquisition cost or condition, may not be discarded or given away.  Call Materials Management, ext. 2301, or e-mail jhall@gsw.edu for assistance in complying with State policies and procedures for asset disposals.

Asset Inventory Listing

The Asset Manager makes updates and changes to the official University Asset Inventory only from written authorized documentation.  Departmental Inventory listings are available upon request to the Asset Manager at jhall@gsw.edu

Safeguarding Assets

Protecting State property is every State employee’s responsibility.  Care must be taken to secure and safeguard all assets against theft and misuse.  It is important to have documentation of the whereabouts of equipment at all times.  Insurance coverage for theft or loss is limited only to property that is documented on inventory. 

Room/Building Relocation

Notify the Asset Manager of asset relocations by completing the Transfer of Equipment Form and forwarding it to Materials Management/Asset Manager.  The form is available on-line at HERE.

Departmental or Agency Transfers 

Notify the Asset Manager of asset transfers to another department within the University by use of the Transfer of Equipment Form.  The form must be signed as approved by the department head.  Transfers to another State agency require a Department of Administrative Services (DOAS) transaction number prior to transfer.  Contact the Asset Manager at jhall@gsw.edu for assistance.

Missing or Stolen Assets

Immediately upon noting that an asset is missing, Department heads must file a report with Campus Police and then notify the Asset Manager jhall@gsw.edu.  State policy requires that stolen or missing equipment be noted on the Asset Inventory with the date that the equipment is noted as missing or stolen.  Theft coverage is limited to property that is documented on inventory, and evidence must be shown that it was secured at the time of theft.  Recovery of missing equipment should be immediately reported to the Asset Manager.

Trade in for Replacement Assets

A DOAS transaction number may be required prior to the trade-in of assets to ascertain whether the trade in will be in the best interest of the State.  Complete description of the trade-in asset including asset tag number, serial number, and trade in allowance must be noted on the replacement Field Purchase Order.

Surplus Assets

Surplus assets are defined as those assets declared by a department as no longer needed or economical to maintain.  See the Surplus Property sections for additional information.

Cannibalization of Assets

A DOAS transaction number may be necessary.  Contact the Asset Manager at jhall@gsw.edu prior to cannibalization of an asset, or to upgrade an asset that renders the asset unidentifiable by the original assigned identification tag number.

Asset Donations

Individuals or groups may donate unsolicited equipment to the University.  An asset tag will be assigned to items meeting the definition of inventoried assets.    Documentation must be sent to the Asset Manager indicating description, market value, location, and custodian of the asset.  University-owned assets may, whether donated to the University or those purchased by the University, may not be given away regardless of condition, age, or value.

Asset Identification Numbers

All assets received by the University that meet the definition of inventoried assets will be assigned and have affixed to them a unique Georgia Southwestern State University asset identification number.  When practical, assets will be tagged at the time of receipt at Central Receiving.  Assets requiring installation by the vendor and final inspection by the ordering department, and items, which do not lend themselves to being processed at the time of receipt, will be tagged and/or accounted for by personnel of Asset Management after delivery to the end user.  The department chair or inventory coordinator should promptly notify Property Control when equipment is received other than through Materials Management.

Home or Off-Campus use of State Property (Assets)

Personal property (assets) such as portable personal computers or similar items may be removed from a campus to the home of an employee of an off-campus site when the purpose is for business use only.  Such use shall be tightly controlled and documentation as to the location and use shall be available at all times. 

(BR Minutes, 1990-91, pp. 378-79.) 

Requests to remove equipment from campus are made by completing the Personal Property (Equipment) Located Off-Campus form.   Specific conditions for use by the employee and responsibilities of the department chair are noted on the back of the form.  Personal use of University property for other than official University business is a violation of Regents Policy 914.02.

Periodic Inventory Audits

Annually the Asset Manager is required by State and Regents’ policy to make a campus-wide physical inventory audit.  The department chair or the departmental inventory coordinator is required to accompany the Asset Manager or a designated representative during the audit. 

Periodically, unannounced audits are made by Georgia, Federal, and the Regents’ auditors to test the integrity of the Asset Inventory Listing.   Equipment selected for audit must be available or promptly produced for inspection.  Documentation must be available for equipment not found in its assigned location.

Surplus Property (Assets)

Surplus Assets (Property) - Definition

Surplus property is defined as any item that is non-consumable and non-expendable (i.e. after use, the property retains it original function/identify) which is no longer needed by the owning department.

The Asset Manager (Property Control Officer) is responsible for coordinating the disposal of all surplus, obsolete, or unusable University assets or other property and supplies  in accordance with State and Federal policies and procedures.

Declaration of Assets Surplus

The department head must make the declaration of assets as surplus by completing the Transfer of Equipment Form.   The completed form, with the department head’s signature affixed, must be forwarded to Materials Management for processing.  Materials Management personnel will remove the surplus property or forward the request to the Physical Plant movers. 

Surplus Computer Technology Assets

The department head must make the declaration of computer technology assets as surplus by completing the Transfer of Equipment Form.  The completed form, with the department head’s signature affixed, must then be forwarded to the Asset Manager for processing.   The Asset Manager will notify Administrative Computing technical staff who will then prepare the computers for disposal in accordance with State policies and procedures.  After completion of the surplus prep work by Tech Support of Administrative Computing, the items will be moved from the Department for final surplus disposition.

Surplus Property Acquisition

Materials Management maintains a “want list” of surplus items.  Available surplus items will be matched with items on the “want list” on a first come, first serve basis.  To add your name and specific request to the “want list” call Materials Management (ext. 2301) or e-mail jhall@gsw.edu.

DOAS has available virtual warehouses.  Types of   property available are vehicles, equipment, furniture, law enforcement weapons and other miscellaneous items.  Many items are available at no charge. A purchase order number must be obtained prior to purchase of funded items.  Only authorized representatives may sign for surplus items selected.

There are restrictions relevant to the acquisition and use of surplus items.  All surplus items are subject to utilization audits by the Department of Administrative Services. 

Relevant Laws for Disposing of Surplus Assets (Property)

Most Georgia laws pertaining to the disposition of state surplus property can be found in the Official Code of Georgia Annotated, Title 50, Chapter 5, Article 4, Sections 140-146.

Penalty for Violation of Georgia Surplus Laws 

Georgia Code Section 50-5-146 - Any official, officer, or employee of the state who causes State property having a value of less than $200.00 to be disposed of in violation of Code Section 50-5-141 or 50-5-142 shall be guilty of a misdemeanor.  If such property has a value of $200.00 or more, he shall be guilty of a felony and, upon conviction thereof, shall be punished by imprisonment for not less than one year or more than five years.

Any official, officer, or employee of Georgia Southwestern State University found in violation of Surplus Property Policies and Procedures will be reported to the applicable Senior Administrator for appropriate action.

Central Supply

Central Supply

Central Supply Stocks basic, commonly-used classroom and office supplies.  These supplies are available to each budgeted department of Georgia Southwestern, and most at a large volume value regardless of quantity ordered by a Department.    Charges for supplies are at cost using a cost-averaging method of inventory.   Most of the core office supplies are ordered from mandated Statewide contracts.  Particular brand and style of goods are not always available from these contracts. 

Procedure for Ordering Supplies

A Central Stores catalog is available on-line under the Department of Materials Management.  Items may be selected and added to a shopping-cart style Internal Requisition Form.  The form may then be printed and faxed to Materials Management (ext 5030), sent through campus mail, or hand-delivered to Materials Management - Central Stores located in the Physical Plant building across from the Lakehouse.

To assure accuracy and provide adequate audit documentation, telephone orders cannot be accepted.

When notified in advance, Materials Management will assist in acquiring supplies when quantities requested exceed routine stock levels.

Order Processing

Requisitions are processed daily.   Ordering departments will receive a copy of a billing invoice to retain for their records.  The Accounting Office will post a total of the invoices for the month to Departmental budgets.

Central Supply closes for inventory one week at the end of each fiscal year.  Orders processed after inventory are charged to the next fiscal year’s budgets.  The last date for ordering supplies each fiscal year is announced to the campus in the spring. 

Central Supply Delivery Schedule

Deliveries are made on a daily basis with time permitting.  Circumstances do arise, however, that prohibit this schedule from being followed.  Internal requisitions that are urgent may be picked up by the ordering department.  For same day delivery please have your internal requisition into Central Supply by 3:30 pm Monday through Thursday and Friday by 11:30 am.  After these times the supply order will be delivered the next business day.  The Central Supply department will notify of any delivery changes due to unforeseen problems.

Receipt of Goods 

A departmental representative must sign for receipt of supplies at the time of delivery.  The order should be verified for accuracy upon delivery and discrepancies noted to the delivery personnel.  A signed delivery copy , without noting missing, incorrect, or damaged items, constitutes acceptance of a complete order.

Back-Orders 

In the event an order cannot be filled completely, those out-of-stock items will be placed on back order.  It is not necessary to reorder the item.  Your order will be filled as soon as the goods are received. 

Return Policy 

Call Materials Management, ext. 2301, in the event it is necessary to return goods.  Other than defective merchandise, items must be returned must be returned in its original packaging.  Items may be returned within 30 days after order except after inventory at year-end. 

New Stock Requests

Recommendations for new stock items are welcomed. 

Central Receiving

Materials Management receives or takes formal possession of goods from vendor representatives and/or common carriers and verifies goods against a Georgia Southwestern State University purchase order. 

Materials Management delivers received goods to appropriate departments or to a point of storage. A departmental representative must verify receipt and specifications of goods. 

Order discrepancies are negotiated by Purchasing and Materials Management. Please do not contact vendors with discrepancies without notifying Materials Management. 

Notify Materials management when any items ordered by purchase order are received by means other than through Materials Management. Vendor invoices must be paid within 30 days after date of invoice. Materials Management must sign off and verify receipt of goods before payment can be made.

Materials management is not authorized to accept responsibility for receipt of personal goods, nor will Materials Management negotiate with vendors or vendor carriers for damaged, missing, or order specification discrepancies with personal orders. Personal COD orders will be refused. 

Materials Management is authorized to open all packages addressed to Georgia Southwestern State University to identify and check contents against purchase orders. 

Express or overnight letters and packages are received at approximately 11:30 a.m. each day. Notify materials Management if an express delivery is expected; otherwise, delivery will be made after 1:00 p.m. after being processed by the Central Receiving staff. 

Shipping Procedures - Express Mail and Standard Freight

Express or overnight letters and packages are received at approximately 11:30 am each day.  Notify Materials Management if an express delivery is expected.  Otherwise, delivery will be made after 1:00 pm and after being processed by the Materials Management/Central Stores receiving staff.  Please note that Americus is not a metropolitan city;  therefore, early deliveries are not honored (such as 10:30 am and earlier delivery). 

UPS has been granted Statewide contract and is our mandatory vendor for shipping.  Other vendors may be used if the recipient is paying for the shipping cost by third party billing.  The services are for official university business only, and shipping expenses are charged to departmental budgets. For personal use, a United Parcel Service drop box is located at the GSW Library Loading Dock and at The UPS Store at 1602 B East Forsyth St.  A Federal Express drop box is located on the corner of Lamar Street and Cotton Avenue in downtown Americus.  

To Mail or Ship Items

The Material Management shipping form may be found online under business forms at http://gsw.edu/Assets/About%20GSW/files/Materials_Management_Shipping_Form.pdf.  Please fill out the form completely with your department ID number and an authorized signature (required).  NOTE: International Shipments require itemization and declared value of contents. 

Deliver the completed shipping form and package or letter to the Materials Management Office located in the Physical Plant Building. Assistance will be provided in transporting large, heavy parcels only. Notification must be made before noon. 

Daily deadline for shipping: 

UPS 2:00 p.m. 

FEDERAL EXPRESS 10:00 a.m. 

OTHER CARRIERS 10:00 a.m. 

Parcels received after shipping deadlines will be sent the next day, or small items will be delivered to the UPS drop box at the GSW library loading dock. 

Postal Services

Introduction

Campus Postal Service is a combination on-campus post office and U.S. Postal Service contract substation. The Campus Postal Service must comply with all USPS rules and regulations. 

This service is provided by the University in order to more efficiently distribute incoming mail and to effect postage savings in outgoing mail. 

Purpose

To distribute all mail received from the U.S. Postal Service and other approved delivery services to faculty and staff via an established delivery service. Only students living in GSW housing will receive a GSW mailbox.  Student mail shall be received and placed in assigned campus boxes. 

Faculty/staff outgoing mail and inter-departmental mail is picked up from specific mail deposit areas via an established pick-up service and is processed by the Postal Service staff. 

For the purpose of campus mailings, if a student has a GSW Postal Box, this will be the address used.

Source of Policy Governing Postal Service

The policies that govern the University Postal Service come from two sources: 

Georgia Southwestern State University Policy 

United States Postal Service Regulations 

Any new regulations issued by the U.S. Postal Service shall at all times override 

University policy if a conflict in policy results. 

Policies

Outgoing mail that is to run through the University postal meter, or in any other manner to be paid from University funds, is restricted to official University business. Student organizations are not allowed to use state funds for postage. 

Unauthorized individuals will not be permitted into the University mail room unless requested to do so by University Postal Service personnel for identification of parcels, other University mail related matters. 

All U.S. Postal Service regulations regarding the proper handling of U.S. mail will be followed by Georgia Southwestern State University Postal Service personnel. 

Unofficial announcements or announcements on non-University related events are not be distributed through the University Postal Service. 

Procedures

Campus Mail Service

Mail is picked up from the Americus Post Office at approximately 10:30 a.m. Monday through Friday. Outgoing mail is picked up at the Campus Post Office at 5:15 p.m. by the Americus Post Office. 

Mail delivery to the Administration Building and Library, including U.S. mail and interdepartmental mail, will be made daily before 1:00 pm Monday-Thursday and 11:30 am on Friday. 

Mail pickup will be made at specific mail deposit areas each morning and afternoon. Mail needs to be delivered to Campus Post Office by 4:00 p.m. to be processed that day. Mail received after 4:00 p.m. may be processed the next work day. 

Student mail will be placed in each student's campus box on the day it is received from the Americus Post Office. 

Faculty and Staff Mail

Each department on Campus picks up the departmental mail, including faculty and staff mail, at either the Administration Building or the Campus Post Office. 

There will be no individual faculty/staff boxes in the Campus Post Office. 

Departmental Outgoing Mail

1. All outgoing mail from departments must be bundled with rubber bands.

Campus mail must be bundled separately from off-campus mail. 

All out of country mail must be separated from domestic mail.

Outgoing mail with stamp affixed, business reply mail, or prepaid postage must be bundled separately from other mail. 

Outgoing mailing envelope flaps on #10 business envelopes must be extended in order to properly seal. All other envelopes must be sealed properly prior to reaching the Campus Post Office. 

2. All official mail should be identified by department/office and 3-digit code number in the return address. Mail having no return address must be opened to determine department/office of origin and will be returned to the sending department/office. 

Bulk/Standard Mail

It is the responsibility of each department to use the most economical method of mailing. First Class mail is very expensive and does not insure faster or better handling. Planning ahead and the use of Standard Bulk Rates can significantly reduce our postage costs. Contact the Postal Services supervisor at the Campus Post Office for details. 

Any mailing of 200 or more pieces should be sent by Standard Bulk unless the mailing is classified as prestigious. Standard Bulk mail must conform to several requirements which are not difficult and can be explained by the Postal Services Supervisor. 

The mailing must be in zip code order when received at the Campus Post Office and cannot contain mail going out of the country. The Campus Post Office should be advised one day in advance if your office wants to take advantage of this savings. 

All on-campus student mass mailings must be submitted in order by GSW box number. 

Special Note: All printed material for general distribution to the public must be approved by University Relations prior to being printed (see Procurement Section of this manual) 

Mail Service Hours

Window hours (as posted) 

Operational hours (as posted)