How to Dispose of District Equipment

OVERVIEW Basic Rules for Disposing of District Property Surplus Property Forum Cannibalize Equipment Enter an M328 Warehouse Service Request Who to contact with questions

All district equipment must be disposed of through Surplus Property. BASIC RULES All district equipment must be disposed of through Surplus Property. If the equipment is working, it MUST be placed on the Surplus Property Forum for 45 days. If the equipment is broken: Initiate a tech-help ticket for such items as laptops, tablets, or desktops Initiate a work order for Smartboards, projectors, or maintenance equipment Please note once TIS or Maintenance determine the equipment is broken an asset transfer must be entered into TERMS to Surplus Property [6800] Identify broken equipment with a “B” in the condition (CN) field of the asset transfer. For all other equipment initiate an M328 to request a warehouse pick up to Surplus Property. Equipment may also be used for parts (cannibalized) with approval from the Supervisor of Warehousing.

What is the Surplus Property Forum? It is a property exchange through Outlook managed by the warehouse where PCS employees must post WORKING items for redistribution for 45 days The forum is intended for business purposes only. All items should remain on district property and are not intended for personal use.

Where to find the Surplus Property Forum Sign into Outlook Click on Public Folders Find Surplus Property Forum Post items in the appropriate category for 45 days

WORKING equipment for disposal: How to post on the Surplus Property Forum Secure an administrators pre-approval to post Post on the Forum (add pictures, if possible) Wait 45 days If another cost center requests the equipment: sender initiates an Asset Transfer if the equipment has a District Property Tag or Uncapitalized Technology Label sender initiates an M328 for a warehouse pick up if the equipment is untagged, non-technology Note: a manual pick up or delivery is always an option if the parties agree Delete the posting from the Forum Note: Title I equipment can only be transferred to another Title I school and will require Title I’s approval on the Asset Transfer

45 days on Surplus Forum Expire Initiate an Asset Transfer to Surplus (CC 6800) Technology equipment (internet capability) must be obsolete and out-of-warranty to be accepted at Surplus Print the forum posting and attach it to the equipment (the warehouse will not pick up working surplus equipment without proof that it has been posted) Delete the posting from forum

Cannibalized Property Items that are obsolete may be cannibalized for parts only with the approval of the Supervisor of Warehousing In order for the property tags to be retired from active inventory an asset transfer to Surplus Property (6800) must be entered with a Transported by code of W02 (Cannibalized Item) When the transfer is approved by both cost centers, a checklist will be emailed to the cost center cannibalizing the equipment Two eye-witnesses must sign the checklist receipt Make a copy of the checklist receipt and keep for your records Send the original signed checklist receipt to the Supervisor of Warehousing

M328 The M328 is used to request pick-up of untagged items (obsolete items valued at under $1,000 not including Uncapitalized Technology) Go to Warehouse Panel in TERMS, Enter M328 Type in cost center number Press [ENTER], contact information should fill in Type detailed description of items to be picked up Screen print and save for your files Press [ENTER], request will disappear Your transaction has been complete once you see MESSAGE SENT

Questions: Contact the Warehouse/Surplus Property (CC: 6800) Sherry Reed, Secretary, email: reedsh@pcsb.org Joe Zihala, Warehouse Coordinator, email: zihalaj@pcsb.org