Current through Register Vol. XLI, No. 50, December 13, 2024
Section 148-4-5 - SASP Operations5.1. Accounting. Accounting services are provided to the SASP by the Finance Division, Department of Administration. These services include procurement; accounts payable; billing; accounts receivable; processing payroll; and general accounting. The procedures used by the Finance Division are based upon Generally Accepted Accounting Principles.5.2. Warehousing, Inventory, Distribution. As soon as full identification is completed, all property received will be checked in promptly. The Standard Form 123 is used as the basis for checking property into the warehouse and also entering it into the SASP master file. To supplement Form 123, the SASP also verifies property received through shipping documents, invoices, trucking bills of loading and donee's direct pickup reports. After processing the Standard Form 123, a distribution document is prepared and sent to the donee for signature and payment. Both the Standard Form 123 and the distribution document form can be found in Appendix C of the State Plan of Operations. Exceptions or differences hi a line item on Form 123 are noted on a receiving report and a Shortage and Overage Report. A copy of this report is sent to GSA. After discrepancies are resolved, the data is entered into the system. Any line item overage with an estimated market value or acquisition cost of over five hundred dollars ($500) will be noted on Form 123 and sent to the GSA for approval. Also, line item shortages greater than three hundred dollars ($300) must be reported. All property issued to eligible donees is recorded on a distribution document which has provisions for recording the name of the item, the item number, quantity, acquisition value and service charge. If and when federal inventory is warehoused, a spot check of the property at the warehouse will be made and reconciled with the system data. Any necessary adjustments are reported to the Manager of the SASP for approval or additional follow up.5.3. Record Keeping. The SASP maintains accurate records of all federal surplus personal property received, warehoused, distributed or otherwise disposed. Separate files are maintained for all passenger motor vehicles or items with an acquisition cost of five thousand dollars ($5,000) or greater. These files are maintained and updated during the restriction period. Federal property obtained by the SASP for its own use will be maintained on separate records from those of donable property.5.4. Screening. Eligible donees may screen federal property electronically. To acquire federal property through this means, the donee must complete the transaction through the SASP.