FAQ

Frequently Asked Questions

How do I gain access to the Integrated Information System (IRIS)?
State employees requiring access to IRIS must work through their respective departments/divisions to obtain approval to access IRIS.

Where do I obtain electronic property forms?
Electronic property transaction forms can be found on the 'Electronic Property Forms' link which can be found on the Division of General Services Property website at the link below:
http://doa.alaska.gov/dgs/property/property_e_forms.html

How do I obtain a department property report?
Property Custodians and Department Property Officers can download property inventory reports from the Alaska Data Enterprise Reporting (ALDER) system. The Property Management Office is not responsible for providing department personnel with approval to access ALDER. Approval to access ALDER must be obtained at the department/division level.

What type of property are departments required to account for?
Property items that, when installed, become an integral part of another unit of property or a building are not considered controlled property.

Note: To provide accountability of all non-consumable state property, non-controlled property (property not tracked in IRIS), regardless of original acquisition cost, funding source, or means of acquisition shall be identified on the appropriate property transaction form and/or memorandum for approval by the State Property Manager when falling under one of the following categories:

      • Excess
      • Transfer (inter-departmental)
      • Salvage or destroy
      • Lost, stolen, or damaged
      • Trade–in
      • Donation
      • Online auction
      • Negotiated sale
      • Barter

Departments may track property in IRIS which does not meet the definition of controlled property. However, if a department chooses to track non-controlled property in IRIS, it must do so uniformly throughout the department. Some departments or divisions have identified additional items for accountability. Check with your office/section and Departmental Property Officer for a list of these items.

Do I need to complete an 'Inter-Departmental Property Transfer Authorization and Report' ' Form 02-622 if I'm transferring property within the department?
Yes. Form 02-622 - "Inter-Departmental Property Transfer Authorization and Report' is used to conduct an intra-departmental (within a department) property transfer. Coordinate with your Departmental Property Officer and use your department's means of accountability. Department Property Officers are the final approving authority for intra-departmental property transfers.

Where do I get the Property Control Number Decals and where should I place them?
Most controlled property is assigned a property control number decal. When a property control number is assigned it must be affixed to the controlled property item by decal or other approved method.

Property control number decals must be ordered from Division of General Services, Property Management Office. To place an order for property control number decals, complete a 'Forms Stock Release' - Form 02-591 and forward the form to the Property Management Office in Anchorage. Pricing for property control number decals can be found on the 'Ordering Property Control Number Decals' link which can be found on the Division of General Services.

Property website at the link below:
Property Home Page
See Section 1-5 entitled 'Property Control Numbers' of the Property Control Manual for specific instructions and requirements for property control number decals.

Can I trade a property item in on a newer property item? If so, what do I need to do?
Yes. Departments may replace, upgrade, or receive credit for state property through a trade-in of a like property item. Departments must obtain approval from the State Property Manager before a property item can be traded-in. Other department needs will take priority over a trade-in request. If the property is actually excess to the department and there is a need by another department, the State Property Manager may recommend a direct transfer to another department or that the property be turned in as excess for re-issue to another department. Departments must follow the appropriate procurement process as established in AS 36.30, 2 AAC 12 and AAM 81 & 82. See Section 3-5 entitled 'Trade-Ins' of the Property Control Manual for specific instructions and requirements for initiating a trade-in request.

Can I loan out property to another department?
Yes. Property may be loaned to another department for a period less than six months without approval of the State Property Manager. This six-month time frame is necessary to ensure appropriate accountability of property.
Property control of items which are loaned remains with the "loaning" department. Such loans may be subject to internal departmental approval and/or by the Department Property Officer. No data entry is required in IRIS for items "on loan”, but the Property Custodian of the "loaning" department is required to maintain a record of loaned property items.
Importance of property receipt
"Property Receipt" - Form 02-657 is used in documenting the location of property items on loan. When several property items have been loaned and only some of them have been returned, the Property Custodian must draw a line through the property items returned, enter the date of the return, and initial the notation. "Property Receipt" - Form 02-657 may be destroyed once all property items on it have been returned.
Note: If a property item will be on loan for more than six months, a permanent inter- departmental transfer request must be submitted to the State Property Manager for approval (see Section 3-3 entitled “Inter-Departmental Transfers” of the Property Control Manual).

Will the Property Management Office accept hazardous materials at the surplus property facilities?
No. The Property Management Office will not accept or assume responsibility for hazardous or toxic materials from state agencies, including such materials which may be part of a state building. A list of hazardous materials that the Property Management Office will not accept includes but is not limited to:
 - Paint
 - Oil
 - Batteries
 - Solvents
 - Asbestos
 - Cleaning agents
 - Flammable materials
 - Toxic materials
 - Explosives

Proper storage and disposal of hazardous or toxic materials is the responsibility of each department. Contact the United States Environmental Protection Agency, Alaska Department of Environmental Conservation, and/or local municipalities for a list of hazardous or toxic materials, proper treatment, storage, and disposal methods.

What restrictions, if any, govern who can purchase state surplus property?
A state employee and family members residing with the employee are not eligible to bid on or purchase excess state property if any one of the following applies:

  • The employee is directly involved in the operation or policy making of the Property Management Office
    • The employee is directly involved at any level in the decision making process which ultimately resulted in the excess property being sold - Under these circumstances, the employee may not make an agreement with another person to purchase the excess property items for the employee - The employee may bid on or purchase other excess property items in which the employee had no part in the excessing process or decision making
  • The employee is declared ineligible to bid on or purchase excess state property by the employee's department, for whatever reasons the department makes such declaration - It is the employee's responsibility to confirm his/her eligibility prior to bidding on or purchasing excess state property

The Executive Branch Ethics Act (AS 39.52) provides ethical guidelines for state employees. The Department of Administration cannot confirm any employee's eligibility to bid on or purchase excess state property. In the event of any investigation resulting from complaints or questions regarding excess property sale results, each bidder/purchaser bears sole responsibility for his/her actions.

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