Retirement Guidelines Cheat Sheet

PLEASE READ CAREFULLY AS THEIR HAVE BEEN CHANGES TO THE PROCESS OF RETIRING ITEMS TO OT SURPLUS! (Failure to follow proper instructions will result in having to resubmit the paperwork in the proper way.)

(Please forward this to any new Custodian or anyone I may have missed)

PLEASE FOLLOW THE BELOW INSTRUCTIONS TO SUBMIT ITEMS TO BE RETIRED (NOTE: CHANGES HAVE BEEN MADE ON HOW YOU WILL FORWARD THEM TO ME)

1. Please have the 1^st page of the WV-103 as the Cover Sheet (see attached) With all location/contact information filled out. This form should only have contact information, and location of items) The “Please see attached” will be the excel form. Please do NOT fill out the bottom portion of this sheet. Only fill out the top and sign and date it.

2. NEW OT PICKUP FORM Excel Sheet (Where you will now TYPE your items in to be retired) (see attached “New OT Pickup Form”)

A. Fill out the following :

“TAG NUMBER”

“TYPE OF EQUIPTMENT”

“BRAND”

“MODEL#”

“SERIAL #”

“CONDITION”

A retirement number or FD OASIS # also needs to be provided.

Please also include the agency name and address.

The contact person must be the person who we will contact when picking up the equipment. We need a direct contact number for this person. Not a main number with prompts.

Make sure the location/contact information of the items is detailed on the WV-103 Cover Sheet The COVER sheet does NOT need the item information filled in. Please ONLY use 1 page!

3. PLEASE REMEMBER! When listing items…..

1. Cellphones go on their own individual line only if they are retired in OASIS, and must have all information such as model # and serial #. OTHERWISE, PUT ALL IN 1 BOX or BAG.

2. If you are boxing items together PLEASE indicate what the item is, and how many of that item is in the box. Cords are the ONLY exception and all you have to do is put 1 BOX of cords. Even if you have broken printer / computer parts. You must put what kind of printer part and how many. Docking stations need boxed together as well.

3. ALL ITEMS MUST HAVE A MODEL # AND SERIAL # or TAG # if they are on their own individual line, so please double check.

4. ONLY Computer related items and items with memory go to OT Surplus. All other items must be submitted on separate WV-103 Form (you can just do an original WV-103 way for regular surplus.)

5. UNLESS THEY ARE BOXED, THEY NEED THEIR OWN LINE

6. When boxing items put under for example: “Type of Equipment” (1 BOX of 13 keyboards, etc.) in the “model” field.

7. Please TYPE your forms, do not WRITE. I will ask for resubmission if this happens.

8. Monitors all go on 1 line as (1 lot of 16 monitors, etc.) Same goes for docking stations, and Laptop batteries, speakers, and phones.

9. Please leave the tag and serial number column BLANK if there is none. Only put actual serial numbers or tag numbers in these spaces. If you put something in this field, it will throw up errors in the other system we use, when we upload it.

Please let me know if you have any questions.

Attached are the directions, the OT excel spreadsheet and WV-103 Cover Sheet, along with Retirement Guidelines ”cheat sheet” that tells you what is and is NOT OT equipment.

Also, there has been a new update from Surplus. When giving the retirement a name, please use “DOA100920” for example. Please use the Department initials, and the date. They are trying to make everyone use the same type of system for labeling them.