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SPA Process User’s Guide – Chapter 6 – Deleting Property and Funds

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Disposal Method 05 (Advertise on the Surplus Property Website)

The Advertise Surplus (PADGSC) screen allows agencies to begin the surplus property process administered by the Texas Facilities Commission (TFC). TFC is responsible for the disposal of surplus and salvage property of the state.

Eleemosynary institutions, institutions of higher education and legislative institutions are exempt from the TFC surplus property process but have the option to use it if they choose to advertise their property on the TFC Surplus Property website.

Property advertised via the PADGSC screen is assigned system generated disposal method (DM) 05. The Surplus Property website is refreshed nightly and advertises the property for 12 calendar days. Surplus property is available to state agencies, political subdivisions and assistance organizations during this period, with a transfer to a state agency having priority. Political subdivision and assistance organizations must wait until the end of the 12-day waiting period before they can acquire property to ensure that state agencies have priority in receiving surplus property. The property is not available to the general public during this period.

Note: SPA advertises the property for 12 calendar days to account for weekends and meet the 10 business day policy requirement. The 12 day count begins on the assigned advertise surplus date.

If a state agency elects to acquire the advertised property, follow these steps to immediately remove the property from DM 05:

The property is then transferred to the receiving agency on the Transfer Property (PATRAN) screen. Any time a property is given or sold from one agency/university to another, it is considered an interagency transfer and must be recorded as such. Property transferred between state agencies should not be recorded as a TFC sale or purchase (see Sale, Disposal, Deletion or Interagency Transfer of Capital Assets).

If the advertised property is sold to a political subdivision or assistance organization, the disposal method 05 must be changed to 08 or 09 using the Disposal of Property screen. For a listing of disposal methods, see Appendix C.

If property is not acquired during the advertised 12-day period, the state agency needs to request that TFC sell the item(s) through the TFC storefront, auction or Internet (see the Disposal Methods 6b, 7a and 7b).

Procedure

The following procedure explains how to advertise single or multiple properties.

  1. Access the Advertise Surplus (PADGSC) screen option on the Main Menu.
  2. Enter the agency number, property number and component number in the corresponding fields.
  3. Press Enter. The COND/CLASS CD and SURPLUS DESCRIPTION fields are populated by the system.

    Note: Notice that the NEXT PROPERTY/COMPONENT field now appears on the screen.

  4. The table below explains how to enter single or multiple properties.
    If you are entering… then…
    a single property, leave the NEXT PROPERTY/COMPONENT field blank.
    multiple properties, enter the property number for the next property to be advertised in the NEXT PROPERTY/COMPONENT field.
  5. Enter the date you want to begin advertising the property.
  6. Enter the name of the contact person in the CONTACT PERSON field.
  7. Enter the name of the sale person in the SALE PERSON field.
  8. Enter the contact person’s telephone number in the PHONE NUMBER field beneath the CONTACT PERSON field.
  9. Enter the sale person’s telephone number in the PHONE NUMBER field beneath the SALE PERSON field.
  10. Enter Y (for yes) or N (for no) in the APP REQ IND field to indicate if an appointment is required to view the surplus property. (The system defaults to Y.)
  11. Enter the sequential number in the ITEM/LOT NO field.

    Note: This field is a three-byte field; use the following format for item entry: 001, not 1; 002, not 2, etc.

  12. Enter the sale person’s fax number, if applicable, in the FAX NUMBER field.
  13. Enter information in the SALE/AUCTION field only after the property has been sold.
  14. Enter the asking price of the property in the ASKING PRICE field. (This field is optional.)
  15. Make necessary changes to the condition code and class code in the COND/CLASS CD field.
  16. Enter the physical location of the property in the SURP LOCATION field.

    Note: Include the applicable inspection hours, the street address and the city. For example: 8 a.m. – Noon and 1–3 p.m. at 123 Avenue B, Austin.

  17. Update the description in the SURP DESCRIPT field to provide an accurate description of the property. (The description may be up to eight 50-byte lines, a total of 400 bytes.)

    Examples: Laptop computer, printer, filing cabinet, Ford 150 truck.

  18. Enter any necessary comments in the SURP COMMENT field.
  19. The table below explains how to complete the process of advertising a single or multiple properties.
    If you are advertising… then…
    a single property, press Enter. The message Property/Component Surplused appears.
    multiple properties, Press F6 to surplus the first property. This also moves the property from the NEXT PROPERTY/COMPONENT field (which you entered in step 4) to the PROPERTY field and duplicates all other fields.

    The message Property ##### Surplused and Next Property ##### Ready for Update appears.

    Repeat this until all properties have been processed.

    Note: Be extremely careful to check all fields for accuracy, especially the DESCRIPTION and PRICE fields.

    Once the very last property number populates the PROPERTY NUMBER field, press Enter. The message Property/Component Surplused appears.