Since the final disposition of missing or stolen property is unknown, Surplus is not able to issue authorization for the removal of the property from the entity’s inventory. The entity Property Coordinator (PC) must report any property that is missing or stolen per your entity policy.

• If the property is assumed missing and not stolen, the PC must document all known information regarding the circumstances of the loss.
• If the property is assumed to have been stolen, the PC must report the loss to their local law enforcement agency.

The property must be maintained on the entity’s property inventory for two years from the discovery of the loss. If the property is recovered within the two years, it may be returned to the entity inventory. If not recovered after two years, it may be deleted from the inventory. These reports must be maintained with the property records for auditing purposes for five years from the report of loss.

Note: See Georgia Archives, Retention Schedules for State Government Paper and Electronic Records for official regulations.

The Missing and Stolen Property Form is available in Appendix A.

Surplus does not dispose of trash (waste), scrap, recyclable, consumable or hazardous (universal or other) materials. While authorization for disposal may be required from Surplus to remove the property from the entity’s inventory, the actual disposal of materials in these classifications is the entity’s responsibility. The entity bears any costs and retains any proceeds from this disposal. Surplus will assist agencies in determining disposal options for recyclable materials. This may include conducting internet auctions for unique lots.

Just as we strive to be good stewards of our state property, we need to maximize our efforts to reduce landfill and increase recycling of unneeded property. Recycling reduces agencies’ trash removal and transportation costs and makes sense for the environment.

Hazardous Materials

DOAS Surplus is not authorized to receive, transfer, or dispose of hazardous materials as defined by the US Environmental Protection Agency (EPA) and the GA Environmental Protection Division (EPD). The disposal of these materials is regulated based on the type and amount generated and is the responsibility of the generating entity.

The materials include (but are not limited to):

• Paints (Oil, Enamel, Polyurethane, Latex)
• Batteries (All types)
• Chemicals (Acid/Base/Flammables)
• Pesticides
• Petroleum Products
• Tires (used)
• Refrigerants (i.e. Freon) Equipment must be certified free of refrigerant

The Georgia Department of Natural Resources, Environmental Protection Division is available to assist agencies in reducing their waste stream. Please contact your local EPD office for disposal guidance.

Due to the nature of state business including the use of state facilities by the public, students, employees, etc., items may accumulate that are stored in a lost and found area. Unfortunately, a significant amount of property stored in these areas goes unclaimed at state facilities. This property is not considered to be state property. Therefore, Surplus does not dispose of these items.

Each entity should develop its own policy for disposing of these lost and found items. DOAS recommends holding items for a specified period and posting notification of the period along with contact information in a conspicuous public place (i.e. bulletin board or website). Unclaimed items remaining after the waiting period may be donated to nonprofit community service providers.