An intra-agency transfer occurs when property is moved between internal business units of the same entity. 

Before submitting a surplus property request, each entity should be certain the property cannot be used by someone else in the entity, including at other physical sites. If the property physically resides within the custodian entity, property that is moved between internal business units does not require DOAS approval. 

Examples:

• The Georgia Department of Corrections (GDC) moves property between facilities (The property remains within GDC.)
• Atlanta Technical College moves property to Wiregrass Technical College (The property remains withing the Technical College System of Georgia.)
• The University of Georgia moves property to Georgia State University (The property remains within the University System of Georgia.)

Note: The Surplus Property Division will not issue transfer authorization numbers for these transactions.

An inter-agency transfer occurs when property is moved between state agencies or entities. Since the property is owned by the state, these transfers are conducted at no cost to either entity.

1. The custodian entity enters a transaction request in Asset Works, selecting Transfer as the method.
2. The entity manager approves the transaction.
3. Surplus virtually receives the request and verifies the receiving entity's eligibility.
4. Surplus completes the transfer in Asset Works.
5. The custodian entity completes the physical transfer.
6. The receiving entity adds the asset to its property inventory records.

A direct negotiated sale (DNS) is used for redistribution from a state entity directly to an eligible local government or nonprofit. 

There is always a fee for a DNS. When discussing property with the receiving entity, do not promise it for free or a nominal fee (e.g., $1). Price and conditions are established by the Surplus Property Division, which must approve the transaction, generate the invoice, and collect the funds. The price must constitute a reasonable consideration for the property and is established by comparing market value, quantity, condition, and any extenuating circumstances.

1. The custodian entity enters a transaction request in Asset Works, selecting Transfer as the method.
2. The entity manager approves the transaction.
3. Surplus virtually receives the request and verifies the receiving entity's eligibility.
4. Surplus completes the transfer in Asset Works.
5. The custodian entity completes the physical transfer.
6. The receiving entity adds the asset to its property inventory records.
7. The surplussing entity removes the asset from its property inventory records.

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

1. Property may only be used for official entity purposes; personal use is prohibited.
2. Only donee employees listed on 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, and appropriateness for donee use.
4. Property acquired must be used by the donee organization for the intended purpose.
5. Property title and ownership must be maintained by the donee for the restriction period. Property may not be sold, traded, loaned, cannibalized, or destroyed without permission from Surplus Property Division.

The Surplus Property Division may conduct utilization visits any time during the restriction period. Donees found to be noncompliant may be required to return the property, forfeit the service fee paid, and/or have accessorial fees assessed at the discretion of the Department of Administrative Services.

Vendor return occurs when state agencies trade-in material in exchange for some concession when acquiring new, like property. Vendor return transactions must be submitted to and authorized by Surplus. 

Requests for vendor return will not be approved by Surplus without documented benefit to the state. For instance, the advantage can be a discount on the new material, cost avoidance on the removal/disposal of the old property, or a combination. 

Examples include: 

• IT/computer replacement procurements (vendor agrees to remove old equipment)
• Capital equipment procurement (e.g. tractors)
• Building systems replacement (e.g. HVAC removal)
• “Totaled” vehicle damage where the other party pays for liability
• Weapon upgrades from a statewide contract

A vendor return requires the following steps:

1. The custodian entity enters the transaction request in Asset Works,  selecting V as the method, and enters the supplier contact information with supporting documentation describing the benefit(s) of the proposed trade-in.
2. The entity manager approves the transaction.
3. Surplus receives the request, verifies the receiving entity's authorization, verifies the request is appropriate for “new, like property,” and verifies the provisions of the agreement convey a benefit to the state.
4. Surplus issues a trade-in authorization via email.
5. The custodian entity completes the physical transfer.
6. The custodian entity removes the returned asset(s) from its property inventory records.