Surplus Property Manual Glossary

Possess and have use of property with delegated duties and responsibilities.

Personnel authorized to make surplus property acquisition, utilization, and disposal decisions for a specific agency.

The State Accounting Office (SAO) is responsible to maintain the state’s property accountability. The PeopleSoft system is the state’s “book of record.”

(Not all state entities utilize PS for their accounting. However, the final state property value determination is an accounting function regardless of the system used.)

Real or personal property that have a value equal to or greater than the capitalization threshold for a particular classification of the property and have an estimated life greater than one year. For personal property, the capitalization threshold is $5,000. Personal property with a cost of at least $1,000 and under $5,000 will be accounted for as controlled inventory but will not be capitalized. (See Department of Audits, Capital Property Guide for additional information.)

An entity that has physical custody of the property to be surplused who typically initiates a surplus property transaction.

Direct negotiated sale. A disposal method in which DOAS Surplus sells surplus property with restrictions to eligible political subdivisions and charitable institutions.

Defense Reutilization Marketing Office. Excess property from the Department of Defense (DoD) is stored at this location for redistribution.

Any eligible organization that is enrolled in the state and/or federal surplus property program.

Disposal turn-in document. A number used to identify and track federal surplus items turned in to the DRMO.

A disposal method in which electronic equipment is disposed or destroyed.

Georgia State Agency for Surplus Property. The Surplus Property Division of the Georgia Department of Administrative Services is the business unit within the State of Georgia authorized for federal surplus property decisions.

General Service Administration. An agency of the federal government that, among other responsibilities, allocates and approves the transfer of federal property.

A disposal method in which property transferred from one state entity to another.

A disposal method in which surplus property is sold to the public through an internet auction house.

This number is used to identify and track an item(s) declared excess by a federal agency.

Letter of Authorization to Remove Property. Document provided by DOAS to eligible agencies to pick up federal surplus property.

The Official Code of Georgia Annotated; basically, a compilation of state law; the Georgia General Assembly provides an online version of the O.C.G.A.

Having a legal, rightful title to property.

Any fixed or movable tangible property used for operations, the benefits of which extend beyond one year from the date of acquisition -- essentially, any item that is owned by the state – and is not real estate – regardless of acquisition cost or method.

A person designated in writing by the entity head as the primary contact on all matters concerning the acquisition and disposal of state surplus personal property for that entity.

Assets or property that includes land, buildings, and anything affixed to the land.

Answerable for a trust or obligation.

A disposal method in which surplus property is sold via an internet auction house at a fixed price. The original acquisition value must be less than $5,000 to qualify for a BIN sale.

Per the Department of Revenue, a motor vehicle is considered a "salvage vehicle" if it meets any of the following conditions: 

• It is damaged to the extent that its restoration to an operable condition would require the replacement of two or more component parts
• An insurance company has paid a total loss claim and the vehicle has not been repaired, regardless of the extent of damage or the number of major parts damaged. 
• Imported, damaged in shipment, and disclaimed by the manufacturer as a result of the damage and:
  • Has never subject of a retail sale 
  • Has never been issued a title
• Is titled in another state and branded as “total loss,” “salvage,” “fire,” “flood,” or “water.”

Salvage vehicles cannot be operated legally on public roads in Georgia. 

State Agency for Surplus Property. Each state is authorized to operate a program to receive and redistribute federal property. The Surplus Property Division of the Georgia Department of Administrative Services is the SASP for Georgia.

Designations of users in the surplus system whose status is recorded on the entity selector list (including authorized users and property selectors).

Non-consumable personal property that the state no longer requires.