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SPA Process User’s Guide

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

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Disposal of Property

The Disposal of Property (PADLET) screen allows agencies to delete property on the SPA system. Depending on the disposal method used, certain conditions may have to be met before the property can be deleted. See Appendix C for a listing of disposal methods.

Procedure

  1. Access the Disposal of Property (PADLET) screen on the Main Menu.
  2. Verify the agency number in the AGENCY field. SPA automatically defaults to the user’s agency number. If data is maintained for more than one agency, a different agency number may be entered by typing over the system-generated number.
  3. Enter the property number in the PROPERTY field.
  4. Enter the component number in the COMPONENT field.
  5. Press Enter.
  6. Tab to the DISPOSAL METHOD field and enter the appropriate disposal method.
  7. Press Enter. If a message appears at the bottom of the screen, refer to the procedures for the disposal method you are attempting to use.
  8. Enter the disposal date in the DISPOSAL DATE field (using MM-DD-YYYY format).
  9. Press Enter. For some disposal methods, Proceeds from Sale Value is required.
  10. Press Enter. The message Press F4 to Continue or F5 To Cancel appears. After you press F4, the message Information Has Been Deleted appears.

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Recovery of Deleted Property

Property can be recovered by agency representatives with a P or A designation or by a SPA analyst.

Property can be recovered if:

Property should not be recovered for:

Procedure

  1. Access the Recover Deleted Property (PARCVR) screen on the main menu.
  2. Enter the property number in the PROPERTY field.
  3. Enter the component number in the COMPONENT field.
  4. Enter Y (yes) or N (no) in the RECOVER PROPERTY field.
  5. Press Enter. The message Recovery Was Successful appears.

Data Fields Affected By The Recovery

Disposal Method
The disposal method used to delete the property will be removed when the property is recovered.
Disposal Date
The disposal date will be removed when the property is recovered.
Effective Date
If the original disposal occurred in a closed period, the effective date of the recovery will be assigned as the agency’s open date. If the disposal occurred in a open period, the effective date of the recovery will be assigned as the original disposal date.
Class Code
If the class code on the property being recovered is invalid, the SPA system will prompt you to change the class code before the property can be recovered.

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Disposal of Property Not in SPA

Property not on the SPA system can be advertised and sold on SPA using the following procedures:

Procedure

  1. Access the Add Property (PAPADD) screen on the Main Menu.
  2. Verify the agency number in the AGENCY field. SPA automatically defaults to the user’s agency number. If data is maintained for more than one agency, a different agency number may be entered by typing over the system-generated number.
  3. Enter a dummy property number in the PROPERTY field. This dummy number must start with ZZ and be no more than ten characters long. For example: ZZ00000001.

    Note: ZZ property numbers do not show up on any SPA reports except Surplus Property Reports.

  4. Enter the component number in the COMPONENT field.
  5. Press Enter.
  6. Enter the fund number.
  7. Enter the receipt date in the REC DATE field (using MM-DD-YYYY format). If the receipt date is not known, use the current date.
  8. Enter the effective date in the EFF DATE field (using MM-DD-YYYY format).
  9. Enter a description of the property in the 40-character DESCRIP field.
  10. Enter the class code in the CLA field.
  11. Enter 99 in the ACQ MD field.
  12. Enter the acquisition cost in the ACQ COST field. If you do not know the original cost, enter 1.00.
  13. Enter the current fiscal year in the FISC YR field.
  14. Enter a detailed description of the exact location of the property in the LOC 1 field. (Required for internal agencies only.)
  15. Enter the first name of the person responsible for the property in the RESP FIRST field.
  16. Enter the last name of the person responsible for the property in the LAST field.
  17. Press Enter. The message Information Has Been Added appears.
  18. Press F3 to return to the Main Menu.
  19. Access the Advertise Surplus screen (PADGSC) and follow the procedures for “Disposal Method 05 (Surplus)” in this chapter.

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Disposing a Partial Quantity on a “Group Basis” Property Record

Property recorded on a group basis (see Chapter 2 for information on group basis) may have disposed items from different time periods. To ensure the quantity and value of the group is accurately reflected in SPA the following procedures should be followed:

Procedure

  1. Access the Update Property (PAPUPD) screen on the Main Menu.
  2. Tab to the QUANTITY field and change the quantity to reflect the number of items still in the agency’s possession.
  3. Press Enter. The message Record Updated appears.
  4. Access the Update Fund Value (PAUVAL) screen on the Main Menu.
  5. Decrease the value by the total unit cost of the item(s) disposed.

    Example: The original group basis record on SPA was for ten desks at $1,000 each, making the total acquisition cost equal to $10,000. Five desks were surplused, requiring the quantity to be changed to five and the fund value to be decreased by $5,000.

  6. Access the Add Property (PAPADD) screen on the Main Menu and set up a ZZ record for the five desk to be sold.
  7. Access the Advertise Surplus (PADGSC) screen to continue the surplus process.

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Disposal Method 01 and 02 (Completed and Pending Transfers)

Disposal methods 01 and 02 are system-generated when the screens Transfers Property (PATRAN) and Receive Transfers (PARXER) are utilized. See Chapter 7 for procedures regarding the transfer of property to another state agency.

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Disposal Method 03 (Salvage/Dismantled for Parts)

Disposal method 03 is used to dispose of property on SPA that has been designated as “salvage” by the agency and discarded or dismantled for parts. See Chapter 2 for information on Salvage Property.

Procedure

  1. Access the Disposal of Property (PADLET) screen on the Main Menu.
  2. Enter the property and component number in the corresponding fields.
  3. Press Enter.
  4. Enter 03 in the DISPOSAL METHOD field of the Disposal of Property screen.
  5. Enter the disposal date (using MM-DD-YYYY format) in the DISPOSAL DATE field.
  6. Press Enter. The message Proceeds From Sale Value Required appears.
  7. Enter proceeds from sale (using XX.XX format).
  8. Press Enter. The message Press F4 To Continue Or F5 to Cancel appears.
  9. Press F4 to delete the record. The message Information Has Been Deleted appears.

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Disposal Method 04 (Surplus/Exempt Entities)

This disposal method is used by eleemosynary institutions, institutions of higher education and legislative institutions exempt from the TFC surplus process.

Procedure

  1. Access the Disposal of Property (PADLET) screen on the Main Menu.
  2. Enter the property and component number.
  3. Press Enter.
  4. Enter 04 in the DISPOSAL METHOD field of the Disposal of Property screen.
  5. Enter the disposal date in the DISPOSAL DATE field (using MM-DD-YYYY format).
  6. Press Enter. The message Press F4 To Continue Or F5 To Cancel appears.
  7. Press F4 to delete the record. The message Record Deleted appears.

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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.

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Disposal Methods 6b, 7a and 7b (Request That TFC Sell Property by Storefront, Auction or Internet)

These disposal methods are used when the Texas Facilities Commission (TFC) has been contacted to:

6b Sell surplus property at storefront (TFC will pick up or agency can drop off)
7a Sell surplus property at auction

Note: Vehicles and heavy equipment only. Auctions are held quarterly.

7b Sell surplus property on the Internet. TFC determines which items can be sold on the Internet.

Note: Do not use disposal method 7b without TFC approval.

Surplus property must have been previously advertised for 12 calendar days using disposal method 05.

Once the advertise period has expired, contact TFC to determine which disposal method will be used to sell or salvage the asset(s): Texas Facilities Commission – State Surplus Property

When the disposal method has been determined, the property’s disposal method 05 must be changed (using the Disposal of Property screen) to one of the following disposal methods:

Disposal Method Request TFC To Sell:
6b at TFC storefront
7a at auction
7b on the Internet

Procedure

  1. Access the Disposal of Property (PADLET) screen on the Main Menu.
  2. Enter the property and component number in the corresponding fields.
  3. Press Enter
  4. Enter the new disposal method.
  5. Press Enter. The message Information has been updated appears.

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Disposal Methods 08 and 09 (Surplus Property Acquired by Political Subdivision or Assistance Organization)

These disposal methods are used to delete surplus property acquired by a political subdivision or an assistance organization.

Note: Exempt agencies should also use disposal methods 08 and 09 to indicate which type of organization acquired their property.

Procedure

  1. Confirm that payment (if any) has been received.
  2. Access the Disposal of Property (PADLET) screen on the Main Menu.
  3. Enter the property and component number in the corresponding fields.
  4. Press Enter. Disposal method should be 05.
  5. Enter 08 for an acquisition by a political subdivision or 09 for an acquisition by an assistance organization in the DISPOSAL METHOD field.
  6. Press Enter. The message Enter Disposal Date appears.
  7. Enter the disposal date.
  8. Press Enter. The message Proceeds From Sale/Value Required appears.
  9. Enter the proceeds in the PROCEEDS FROM SALE field. The Proceeds From Sale value is the amount, if any, for which the property was sold.
  10. Press Enter. The message Press F4 To Continue Or F5 To Cancel appears.
  11. Press F4. The Update Surplus Information (PADUPD) screen appears.
  12. Update the SURP COMMENT field. (This field is optional.)
    Note: For DM08, use the first part of this field to enter the name of the political subdivision, using the following format:
    • Taylor, City of
    • Williamson County
    • Taylor I.S.D. – T. H. Johnson School
    • Taylor V.F.D.
    Note: For DM09, use the first part of this field to enter the name of the assistance organization, using the following format:
    • Williamson County Literacy Council
    • Taylor Food Bank, Taylor
    A TFC Certificate of Acquisition form must be completed by both the agency and the political subdivision/ assistance organization before the property is released. View the Certificate of Acquisition form.
  13. Press Enter. The message Record Deleted; Press Enter To Return To PADLET appears.

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Disposal Methods 11, 12 and 13 (Surplus Sold by Storefront, Auction or Internet)

These disposal methods are used to delete surplus property and to indicate the process used by TFC:

11 Surplus Sold – Storefront
12 Surplus Sold – Auction
13 Surplus Sold – Internet

Procedure

  1. Confirm that payment for the property has been received by the agency.
  2. Access the Disposal of Property (PADLET) screen on the Main Menu.
  3. Enter the property and component number in the corresponding fields.
  4. Press Enter.
  5. Enter the appropriate disposal method in the DISPOSAL METHOD field.
  6. Press Enter. The message Enter Disposal Date appears.
  7. Enter the Disposal Date.
  8. Press Enter. The message Proceeds From Sale Value Required appears.
  9. Enter the proceeds received in the PROCEEDS FROM SALE field (using XX.XX format).
  10. Press Enter. The message Press F4 To Continue Or F5 To Cancel appears.
  11. Press F4. The Update Surplus Information (PADUPD) screen appears.
  12. Update the ITEM/LOT NO field if needed. This is the item number from the TFC auction sale.
  13. Update the SALE/AUCTION # field. This is the sale by auction number assigned by TFC.
  14. Update the SURP COMMENT field if necessary (optional).
  15. Press Enter. The message Record Deleted; Press Enter To Return To PADLET appears.

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Disposal Method 14 (Surplus Sold/Local Sale By Agency)

This disposal method is used to delete a property sold by an agency (with TFC authorization) at a local sale. The property must have been advertised for 12 calendar days on the Comptroller’s Surplus Property website prior to sale.

Disposal method 14 can also be used for surplus property sold to retired peace officers and elected/appointed officials as allowed by law. This type of property should not be entered into the surplus process, contact your SPA analyst for assistance.

Procedure

  1. Confirm that payment for the property has been received by the agency.
  2. Access the Disposal of Property (PADLET) screen on the Main Menu.
  3. Enter the property and component number in the corresponding fields.
  4. Press Enter.
  5. Enter 14 in the DISPOSAL METHOD field.
  6. Press Enter. The message Enter Disposal Date appears.
  7. Enter the disposal Date.
  8. Press Enter. The message Proceeds From Sale Value Required appears.
  9. Enter the sale price in the PROCEEDS FROM SALE field.
  10. Press Enter. The message Press F4 To Continue Or Press F5 To Cancel appears.
  11. Press F4. The message Information Has Been Deleted appears.

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Disposal Method 15 (Surplus Sent to the TDCJ Computer Recovery Program)

This disposal method is used for data processing equipment not sold or transferred through the surplus process or by other means. This disposal method should be used to delete data processing equipment after pickup by TDCJ.

Note: Data processing equipment is defined as central processing units, front-end processing units, mini-processors, microprocessors and related peripheral equipment such as data storage devices, document scanners, data entry equipment, terminal controllers, data terminal equipment, computer-based word processing systems other than memory typewriters and equipment and systems for computer networks.

Procedure

  1. Confirm that the property has been picked up by TDCJ.
  2. Access the Disposal of Property (PADLET) screen on the Main Menu.
  3. Enter the property and component number in the corresponding fields.
  4. Press Enter.
  5. Enter 15 in the DISPOSAL METHOD field.
  6. Enter DISPOSAL DATE.
  7. Enter PROCEEDS FROM SALE.
  8. Press Enter. The message Press F4 To Continue Or Press F5 To Cancel appears.
  9. Press F4. The message Record Deleted appears.

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Disposal Method 16 (Disposal of Real Property)

This disposal method is used to delete real property such as land, buildings, infrastructure or facilities and other improvements sold or donated (via legislation) to an entity external to the state.

Procedure

  1. Access the Disposal of Property (PADLET) screen on the Main Menu.
  2. Enter the property and component number in the corresponding fields.
  3. Press Enter.
  4. Enter 16 in the DISPOSAL METHOD field.
  5. Enter the disposal date in the DISPOSAL DATE field (using MM-DD-YYYY format).
  6. Press Enter. The message Proceeds From Sale Value Required appears.
  7. Enter proceeds amount, if any.
  8. Press Enter. The message Press F4 To Continue Or F5 To Cancel appears.
  9. Press F4. The message Information Has Been Deleted appears.

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Disposal Method 19 (Missing – Temporary Hold for Deletion)

This disposal method is used by an agency to report missing property.

Note: Missing property may be retained in the SPA system for a maximum of two calendar years from the soft disposal date before disposal method 17 or 18 is used to delete the property. Because 19 is a soft disposal method, the property will continue to be included in an agency’s capital asset balance. It is not required that the asset be placed in disposal method 19 before assigning it to the final disposal method.

Procedure

  1. Access the Disposal of Property (PADLET) screen on the Main Menu.
  2. Enter the property and component number in the corresponding fields.
  3. Press Enter.
  4. Enter 19 in the DISPOSAL METHOD field.
  5. Enter the disposal date in the DISPOSAL DATE field.
  6. Press Enter. The message Press F4 To Continue Or F5 To Cancel appears.
  7. Press F4. The message Information Has Been Deleted appears.

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Disposal Methods 17, 18, 20 and 21 (Final Disposal for Missing or Stolen)

These disposal methods are used to dispose of property missing or reported stolen. Use these disposal methods when property is:

17 Missing due to employee negligence
18 Missing
20 Stolen – employee negligence
21 Stolen

Procedure

  1. Access the Disposal of Property (PADLET) screen on the Main Menu.
  2. Determine the disposal method to be used.
  3. Enter the property and component number.
  4. Enter the disposal method in the DISPOSAL METHOD field.

    Note: If disposal method 19 displays, enter the appropriate disposal method and press Enter.

  5. Enter the disposal date in the DISPOSAL DATE field (using MM-DD-YYYY format).
  6. Press Enter.
  7. Enter the proceeds amount (if any).
  8. Press Enter. The message Press F4 To Continue Or F5 To Cancel appears.
  9. Press F4. The message Information Has Been Deleted appears.

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Disposal Methods 22, 23, 24, 25, 26, 27, 28, 29 and 30 (Other Disposals)

These disposal methods are used to delete property for various reasons:

22 Eleemosynary Donations Allowed by Law
23 Trade-In
24 Construction in Progress (CIP) – Completed
25 Leasehold Improvements
26 Assets Held in Trust – Returned
27 Property Entered in Error
28 Property Damaged by Nature
29 Property Damaged by Employee(s)
30 Property Damaged by Other

See Appendix C for a complete description of the methods.

Procedure

  1. Access the Disposal of Property (PADLET) screen on the Main Menu.
  2. Enter the property and component number in the corresponding fields.
  3. Press Enter.
  4. Enter the appropriate disposal method in the DISPOSAL METHOD field.

    Note: If you enter disposal method 28, 29 or 30, the message Disposal methods 28, 29 and 30 Require A Comment will appear. Enter comments and press Enter.

  5. Enter the disposal date in the DISPOSAL DATE field (using MM-DD-YYYY format).
  6. Press Enter. The message Proceeds From Sale Value Required appears.
  7. Enter the proceeds amount, if any.
  8. Press Enter. The message Press F4 To Continue Or F5 To Cancel appears.
  9. Press F4. The message Information Has Been Deleted appears.