Tenn. Comp. R. & Regs. 0690-02-01-.21 - INSTRUCTIONS FOR PREPARATION OF SURPLUS REPORTS
(1) The
following instructions should be read carefully before the preparation of a
Surplus Report is attempted.
(a) All state
surplus personal property will be reported to the State Personal Property
Utilization Division on one of the following forms;
1. All items except motor vehicles will be
reported on Reports of Surplus Personal Property Addition, Correction and
Deletion Report, Form SPMD-1A (Appendix 3).
2. Multiple Transaction Document, Form SPMD-6
(Appendix 4). This form will be used as a supplement to Form SPMD-1A.
3. Motor vehicles will be reported on Report
of Surplus Vehicles, Form SPMD-15 (Appendix 5).
4. Forms are available from:
The Department of General Services
State Personal Property Utilization Division
6500 Centennial Boulevard
Nashville, Tennessee 37243-0543
(b) Separate reports are required for each
item being reported to State Personal Property Utilization Division for
destruction, sale or transfer, with the following exceptions:
1. Items that are identical in nature may be
reported on one SPMD-1A, with accompanying SPMD-6 (Multiple Transaction
Document). Be sure to enter the total number of like items and all tag numbers
on the SPMD-6. ITEMS WITHOUT TAG NUMBERS SHOULD NOT BE INCLUDED IN THIS
GROUP.
2. Items that have no
tag number and are of identical kind and condition may be grouped on one
SPMD-1A. Example (25 ea. chairs, wood w/arms).
(c) FORM SPMD-1A-REPORT OF SURPLUS
1. The following fields are mandatory and
must be completed. Incomplete forms will be returned to sender. Returned
documents will cause a delay in the movement of your surplus property.
(i) Block 1: Agency Number (Insert Allotment
Number)
(ii) Block 2: Date of this
Report
(iii) Block 3: Property
Officer Code
(iv) Block 4:
Transaction Code (Insert "5")
(v)
Block 5: If property has a state tag number (any tag that begins with an alpha
character) enter here. If property has no tag at all, write NO TAG.
(vi) Block 6: If property has an old property
tag number (any tag that begins with a numeric character) enter here.
(vii) Block 7: Date received by state (give
the date that the item was purchased; if unknown, make a realistic
estimate).
(viii) Block 8:
N/A
(ix) Block 9: N/A
(x) Block 10: Property description (prime
description, listing noun first).
(xi) Block 11: Additional description (serial
number, model number, manufacturer).
(xii) Block 12: Additional description (to
better identify item for potential user).
(xiii) Block 13: Additional
description
(xiv) Block 14: Status
Code (Enter "S")
(xv) Block 15:
Condition Code (use codes in rule .22)
(xvi) Block 16: Physical Inventory - Enter
"Y"
(xvii) Block 17: County Code
(use codes in rule .23 )
(xviii)
Block 18: Installation Number
(xix)
Block 19: Building Number
(xx)
Block 20: Room Number
2.
If this item is assigned to an individual, complete Block 21 & 22;
otherwise leave blank.
(i) Block 21: Social
Security Number (individual to which property is assigned).
(ii) Block 22: Name (individual to which
property is assigned)
(iii) Block
23: N/A
(iv) Block 24:
N/A
(v) Block 25: N/A
(vi) Block 26: N/A
(vii) Block 27: N/ A
(viii) Block 28: N/A
(ix) Block 29: N/A
(x) Block 30: N/A
(xi) Block 31: N/A
(xii) Block 32: N/ A
(xiii) Block 33: N/A
(xiv) Block 34: N/A
(xv) Block 35: N/A
(xvi) Block 36: N/ A
(xvii) Block 37: N/ A
(xviii) Block 38: N/A
(xix) Block 39: N/A
(xx) Block 40: N/A
(xxi) Block 41: N/A
(xxii) Block 42: Disposal Price: Enter the
amount your agency is requesting. To encourage utilization of surplus, it is
recommended that this amount be kept to a reasonable minimum. In all cases, the
Commissioner of General Services, by law, will determine the fair market
value.
(xxiii) Block 43:
N/A
(xxiv) Block 44: Administrator
signature
(xxv) Block 45:
N/A
(xxvi) Block 46: N/A
(xxvii) Block 47: Batch Number
(xxviii) Block 48: Property Officer
signature
(xxix) Block 49: Page
number of this report
3.
FORM SPMD-1 - REPORT OF SURPLUS VEHICLES
(i)
When notified by Motor Vehicle Management that replacement vehicle is
available, a Form SPMD-15 should be completed on the vehicle being replaced.
Deliver replaced Vehicle, Title, and Form SPMD-15 to State Personal Property
Utilization Division, 6500 Centennial Boulevard, Nashville, Tennessee. Do not
remove license tags before delivery. Upon delivery of the above (Vehicle,
Title, Form SPMD-15), to State Personal Property Utilization, your form SPMD-15
will be signed by a representative of State Personal Property Utilization
authorizing you to receive your new vehicle from Motor Vehicle
Management.
(ii) All reports of
surplus shall be typed to facilitate reproduction and distribution. The
following information is to be included on the report.
(I) Block 1: Requisition No. - Agency should
assign its own number for control and, in addition, if this is a replacement
vehicle, the requisition number from the form P-1 shall also be inserted.
Example: 17 (P-1 No. 163).
(II)
Block 2: Allotment Code
(III) Block
3: Page No. - Self-explanatory
(IV)
Block 4: Date the report was transmitted to the State Personal Property
Utilization Division
(V) Block 5:
Complete name and address of reporting agency
(VI) Block 6: Prime Contact - The individual
designated for any queries concerning listed surplus vehicle(s).
(VII) Block 7: Approval - Agency approvals,
including final approval by the responsible property officer.
(VIII) Block 8: Received by: To be signed by
receiving person in State Personal Property Utilization Division of the
Department of General Services.
(IX) Block 9: Line item number -
Self-explanatory
(X) Block 10: TSC
Number - Self-explanatory
(XI)
Block 11: License number of each vehicle
(XII) Block 12: Current Mileage - For each
vehicle
(XIII) Block 13: Operable -
Yes or No
(XIV) Block 14:
Description of Vehicle(s) - Include as a minimum the items listed
(XV) Block 15: Condition Code - Each vehicle
should be coded as nearly as possible to describe the condition of the vehicle.
You should use the list of condition codes found in Appendix 1. Be as realistic
as possible.
(XVI) Block 16: Source
- New or Surplus
(XVII) Block 17:
Acquisition Cost - If unknown, a realistic estimate should be made.
(XVIII) Block 18: Amount Requested - Enter
the estimated fair market value. The final determination of the fair market
value will be made by the Commissioner of the Department of General
Services.
Notes
Authority: T.C.A. ยงยง12-235 through 12-248 and Public Acts of 1976, Chapter 821.
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