Inventory Management

Newly designated asset coordinators. WV Surplus recommends that you conduct a physical inventory during your first year as coordinator.

Start early. It's best to begin a physical inventory no later than March 15th to ensure adequate time to locate all assets and make any necessary changes.

Tracking assets. When new employees are hired or leave an agency, Asset Coordinators should have a process in place to track the movement of those assets. This makes locating them during the physical inventory easier. 

July 15 (Personal Property): Agencies are required to complete an inventory of all real and personal property, equipment, and supplies in their possession as of the close the last fiscal year by completing the Asset Management Certification Cover Sheet (WV-102) and submitting the WV-FIN-AM-017 Business Intelligence report.

July 15 (Vehicle Reporting): All agencies, including those that are exempt from WV Surplus, must certify the vehicle inventory in their possession as of the close of last fiscal year.  

• • This is completed by filling out the Vehicle Asset Certification Cover Sheet (WV-104) and submitting a WV-FIN-AM-017 Business Intelligence report. 

Determine the Asset Category (reportable v. nonreportable)

• • Follow retirement steps for Reportable Assets contained within the Fixed Asset System:

    • • Create an FD Document: Log into wvOASIS and create a Fixed Asset Disposition (FD) document.

      • Enter Asset Data: Enter the unique "A" number (Fixed Asset Number) associated with the item. Use the "Auto Apply" function to pull the asset's current information into the document.

      • Select Disposition Method: You must choose an approved method (see the list below).

      • WVSASP Approval: Submit the FD document. It will route to the Surplus Property Unit for approval.

      • Print Cover Sheet: Once approved, the system generates a retirement cover sheet. This document must accompany the physical asset when it is delivered or picked up.

  • Retirement Steps for Nonreportable Assets (Under $1,000) not contained within the Fixed Asset System:

    • • Complete Form WV-103: Fill out the Surplus Property Retirement Form (WV-103).

      • List pertinant information, including the description, serial number, and original acquisition cost.

      • Provide a retirement number (assigned by your agency).

      • Obtain Signatures: The form must be signed by the agency's designated Asset Management Coordinator. If a coordinator wishes to have others in their agencies sign retirement documents, they can email WVSASP@ wv.gov letting Surplus know who in addition to the coordinator is authorized to sign retirement documents.

      • Submit to WVSASP: Send the original and one copy to the Surplus Property Unit in Dunbar, WV.

Asset Tags: All reportable assets must have a numbered identification tag affixed in a visible location. Asset tags are available through Correctional Industries.

Removal of Markings: All state decals and agency-specific markings must be removed before the asset is turned over to Surplus.

Vehicle Prep: Vehicles must have cracked windshields and major body damage repaired before they can be retired to WVSASP for sale.

Reimbursements: If an item sells for more than $250, your agency may be eligible for a 55% reimbursement of the proceeds (the rate for passenger vehicles is slightly different). You must provide account info to WVSASP within one year of the sale to collect.

Technology and Fleet Retirements: Some assets must be retired to other agencies.  If your agency needs to retire technology, visit the Office of Technology's IT Equipment Retirement and Asset Management webpage for instructions. If your agency needs to retire a vehicle leased through the Fleet Management Division, see the instructions here.