Property Management Program

FREQUENTLY ASKED QUESTIONS

Do I have to do an inventory?
All agencies are required to do a physical inventory at least once a year.  Agencies may choose the time that best works for their agency to conduct their physical inventory.

What is my location code and how do I find it?
You can use DAWN and click on Fixed Asset Inventory Report.  Up at the top click on 'List Location Codes by Agency'.  If you need assistance, contact State Purchasing.

What if the item does not have a State ID tag?
If the item(s) were not purchased through State Purchasing, fill out a Property Disposition Form (PDR) and select the box for NEW STATE ID TAG.  Provide the accounting information, when the item(s) was acquired and the total amount paid.  If the item(s) was purchased through State Purchasing, please provide the purchase order number.

What if I have a missing item(s) on my inventory?
Keep the item(s) on your inventory for 2 inventory cycles.  It may turn up.  Make a note in the 'notes' field using an FC document.  After the 2 cycles, request State Purchasing to remove from your inventory with a detailed explanation.  This is done on a Property Disposition Report.
NOTE:  High dollar items need to be reported immediately to your agency head.

How do I update my inventory?
In the ADVANTAGE System.  Use your 'Go To' button and type in FADU.  Enter by Location Code,
date: 05/2008, then F6 ('Updated' will appear at the bottom of the screen).

Do I have to notify Purchasing if the item(s) don't have a State ID tag and I want to get rid of it?
Yes.  State Purchasing must approve all disposal of item whether or not they have a state ID tag.

What if an item has been stolen?
Must have a police report or memorandum filled out with a detailed explanation of event.  Attach the report to the Property Disposition Report (PDR).  State Purchasing will evaluate each case.

How do I transfer an item to another agency?
Fill out a Property Disposition Report (PDR) and have the Agency receiving the item(s) sign for them.  Ask the receiving agency for their location code and process a FC (Fixed Asset Modification) document to complete the transfer.

Is it possible to transfer all items in one location to another?
Yes.  Please contact State Purchasing with all location information and our office will take care of this for your Department.

How do I order duplicate tags?
Fill out a Property Disposition Report (PDR) and check the box for Duplicate Tag.  Please provide the original tag.

Can I delete my own property tags?
No.  Only State Purchasing can delete items from your inventory.  This must be done on a Property Disposition Report (PDR) with a detailed explanation.

FAS1 screen shows the item is still in ADVANTAGE but not in DAWN?
FAS1 will always show the item in the system.  At the bottom of that screen, look at 'LAST DISPOSITION DATE', if there is a date in the field, the item has been deleted.

How do I add information to the "notes" field?
This is done in the ADVANTAGE System using the FC (Fixed Asset Modification) document.  Enter your State ID tag, tag type (E, U, V, X) and betterment as 00 (zero).  Click on the 'Equity Distribution' tab.  Enter your notes in fields 1-5; box 6 is reserved for the Controller's Office only.

What if I have a blue tag that is not on an item?
Use the FAS1 screen, look up the tag number to see what item the tag belongs to and location.  If the item already has another tag, return the unused tag to State Purchasing with explanation.

I have items to donate or dispose of, can an employee take them home?
No.  State Employees may never take any State property home (SAM 1538.0).
Items may be donated to a non-profit organization.

Do I need to "scrub" the hard drive of a computer/laptop I am donating?
Per PSP 54.162100, All workstations will undergo electronic media sanitization before the workstation is transferred, donated or otherwise disposed of by appropriate agency IT personnel.

Who do I call if I still have more questions?
Contact State Purchasing at 775-684-0170