Consistent with their fiduciary responsibility, entity heads must: 

1. Establish entity policies, procedures, and systems for the appropriate procurement and tracking of personal property.
2. Delegate responsibility and authority for property oversight to their entity Property Coordinator (PC).
   1. PC is designated by an entity head and is responsible for the entity’s property management. In some agencies, responsibility for vehicle management is delegated to a Fleet Manager.
   2. For the purposes of property transfer or disposal, the PC is the primary entity contact, and will always hold the surplus designation as an “authorized” user.
3. Ensure compliance with the Georgia State Properties Commission policy (SPC: 01 Asset Management: Proper Shutting Down of Vacant Buildings) in the disposal of assets related to a building closure.
4. Surplus employees do not have access to entity asset inventory management tracking systems. It is the individual entity’s responsibility to update their property and asset disposition records for audit purposes.
    

1. Donees
2. Surplus Authorizations
   1. Authorized User 
      1. Has authority to conduct all matters of business pertaining to the acquisition, utilization, and disposal of surplus. Can obligate entity funds.
      2. Delegates entity personnel as Property Selector.
      3. Entity heads are always Authorized Users. 
   2. Property Selector
      1. Authorized to select property and obligate entity funds.
      2. May not authorize other entity personnel.

Notes: 

• Agencies may have more than one Authorized User.
• Surplus maintains lists of other key entity officials, such as the entity head and Chief Information Officer (CIO), for the disposal of electronic materials.

For a period of 12 months from the date of transfer, all state surplus property is subject to the following restrictions:

1. Property may only be used for official entity purposes; personal use is not authorized.
2. Only donee employees listed in the entity selector list may sign for receipt of property.
3. The state reserves the right to approve or deny property transfers based on equitable and appropriate redistribution. Appropriateness for donee use is also assessed. Property acquired must be used by the donee organization for the intended purpose. Personal use of donated property is prohibited. 
4. Property title and custody must be maintained by the donee for the restriction period. Property may not be sold, traded, loaned, cannibalized, or destroyed without permission from Surplus.
5. Surplus personnel may conduct utilization visits any time during the restriction period. Donees found noncompliant may be required to return the property, forfeit the service fee paid, and/or have accessorial fees assessed at the discretion of DOAS.

State employees other than DOAS employees are permitted to participate in the public sale of surplus property. To prevent the appearance of impropriety and in keeping with the Governor’s Code of Ethics, DOAS employees and their immediate family members are prohibited from participating in any sale, auction, or transfer of surplus property to the public. [O.C.G.A. 50-5-141(b)]

All other purchasers (including but not limited to state employees and their family members) must certify that any transactions in which they are involved do not and will not violate the provisions of O.C.G.A. 45-10-20 in any respect.

A state entity may offer the opportunity for state employees to purchase state property that is being disposed of if the expected return is less than $50. If the expected value of the property is greater than $50, a state entity should submit the item to public auction, in which state employees can also participate.

See 14.4 Electronic Disposal Options for special instructions on the sale of electronic equipment.