1. County of Riverside ■ Office of the Auditor-Controller Capital Assets-Surplus Property Robert E. Byrd, CGFM County Auditor-Controller

2. County of Riverside ■ Office of the Auditor-Controller Agenda Surplus Property Procedure Overview Issues Being Encountered Due to Insufficient Information on the Supply Transfer Forms Introduce the Auditor Controller Capital Asset Team and Supply Services guests Question and Answers

3. County of Riverside ■ Office of the Auditor-Controller Objectives Ensure the Surplus Procedure is clearly defined and understood Emphasize the impact the Surplus Procedure has Countywide Achieve a higher level of efficiency and in turn help reduce cost through synergy.

4. County of Riverside ■ Office of the Auditor-Controller Surplus Property Overview SPM 922.3- Surplus Property GSA/Purchasing Division Procedure 086 –Purchasing & Fleet/Links/Divisions/Supply Identifying an asset as a surplus item and contact your capital asset representative in your department

5. County of Riverside ■ Office of the Auditor-Controller Current Issues with the Surplus Procedure Items are left at Surplus for disposition outside of established hours Paperwork accompanying drop off items are incomplete or missing

6. County of Riverside ■ Office of the Auditor-Controller Delays in the Retirement of Surplus Capital Assets Forms are not being filled out properly. –Department information is not clear –Asset numbers are not provided –Asset descriptions are vague

7. County of Riverside ■ Office of the Auditor-Controller Delays in the Retirement of Surplus Capital Assets Signatures are not obtained on departments pink copy of the surplus transfer form. –Missing department supervisor signature –Department are detaching the forms prior to obtaining signatures

8. County of Riverside ■ Office of the Auditor-Controller County of Riverside Purchasing and Fleet Services Department, Supply Services Division Surplus Property Transfer Form Transfer From: Transfer To: Agency/Department: Street; Street: City: Floor: Contact person: Telephone: (If items to be turned in exceed the number of available lines, separate sheets containing the information below can be used in lieu of multiple forms. Indicate "See Attached" in the "Description" block.) ITEM NUMBER QTY. PEOPLESOFT ASSET I.D. NUMBER FIXED ASSET TAG NUMBER MODEL NUMBERSERIAL NUMBERDESCRIPTION SUPPLY DISPOSED OF PROPERTY (Y/N) DATE DISPOSED DISPOSED TO 1 2 3 4 5 6 7 8 9 10 Signature of Authorization(Print/Sign): Date: Signature of Person Accepting Transferred Property: Date: INSTRUCTIONS: 1When declaring property surplus, only Agency/Departmental personnel authorized to declare the property surplus are to sign this form for the agency/department. 2After transferring the materials to another department or Supply Services, assure that the department accepting the materials signs for the shipment and keep the pink copy for your records. 3Complete a separate form for each County fixed asset. 4For other than fixed assets, you may use this form for more than one item. 5Do not complete the shaded section. Supply Services will complete this section and forward to the Auditor-Controller, Fixed Asset Secion, after the material has been transferred to another agency/department or disposed of by Supply Services. 11911 RCRMC(MCARC) 4300160120 25420 Cactus Avenue Moreno Valley 1 st Floor Jane Smith 951-123-4567 Supply Services 2980 Washington Street Riverside 1 st Floor 1 2905 110249 240 4889034 X-ray Machine Jane Smith Jane Smith 12/18/2008 Nicolas Holmes Nicolas Holmes 12/18/2008 Yes 12/18/08 General Audtion

9. County of Riverside ■ Office of the Auditor-Controller Delays in the Retirement of Surplus Capital Assets The ACO is not receiving the proper documentation in order to retire the asset(s) off the Asset Module. –An AM7 and a copy of the departments pink copy of the surplus form needs to be submitted within 30 days

10. County of Riverside ■ Office of the Auditor-Controller Recommendation: Review related SPM 922.3 Maintain a great working relationship with team members and keep an open line of communication Contact the capital asset team if you have questions or need guidance

11. County of Riverside ■ Office of the Auditor-Controller Supply Services Surplus Property service hours: M-TH 7-2:30 Pick up turnaround time: within 10 days

12. County of Riverside ■ Office of the Auditor-Controller Supply Services Contacts: Nick Holmes(951) 452-2717 –Nholmes@co.riverside.ca.us Rolando Razuri (951) 955-4919 –rrazuri@co.riverside.ca.us Daniel Garcia (951) 955-4924 –dangarcia@co.riverside.ca.us

13. County of Riverside ■ Office of the Auditor-Controller Capital Asset Contacts: Echel Ybanez 5-3556 Lisette Rose 5-3821 Beverly Markwardt 5-3886 Reggie Arhin 5-8134 Henry Johnson 5-8569 Russell Dominski 5-8136 Mail Stop #1051

14. County of Riverside ■ Office of the Auditor-Controller Questions ? ? ? ? ? ? ? ? ? ?

15. Special Thanks… THANK YOU Surplus Team!!!

16. County of Riverside ■ Office of the Auditor-Controller The End