CITY OF NOGALES DISPOSAL OF ASSET FORM
CITY OF NOGALES DISPOSAL OF ASSET FORM ***PLEASE SEE REVERSE SIDE FOR STEP BY STEP PROCEDURES FOR COMPLETING THIS FORM*** Name: __________________________Department: __________________Date: ________________________
1. ASSET DETAIL: Item Description: _______________________________Serial Number: ________________________________________ Manufacturer: _________________________________Year & Model: _________________________________________ Barcode Number: ________________Fleet ID Number: _________________License Plate Number: _________________ Explain why asset is being disposed: ____________________________________________________________________ __________________________________________________________________________________________________ __________________________________________________________________________________________________ When Section 1 is complete, sign below in Section 4 & forward form & pictures to Finance for approval processing
2. DISPOSAL APPROVAL: ______________________________________________________ _______ Finance Director
DATE: _____________________
______________________________________________________ _______ City Manager
DATE: _____________________
When disposal is approved, finance will forward copy of form back to Department Director. Director will forward form & asset to Warehouse for storage until proper auction or disposal.
3. DISPOSAL DETAIL: Disposal Method: _____________________________ Date Disposed: _________________________________ Proceeds or Costs of Disposal (Circle which is appropriate): $____________________________________________ City Council Order/Auction Lot Number/Receipt Number (Attach order, auction lot form, receipt, or title if applicable): __________________________________________________________________________________________________
If asset was lost or stolen, explain investigation and its results. Attach more pages as needed: __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ When disposed, Warehouse Department will forward this form & sales detail to Finance Department Senior Accountant for processing.
4. COMMUNICATION DETAIL: Department Director submitted (signature): ____________________________________
Date ________________
Finance received from department by (signature): _______________________________
Date_________________
Asset & form received at warehouse by (signature): ______________________________
Date________________
Asset disposed in accounting system by (signature): ______________________________
Date________________
Finance Department Asset DISPOSAL Form Approved as of 7/5/2012
HOW TO: Fill out this fixed asset DISPOSAL form This form needs to be completed for ALL DISPOSED ASSETS with a value greater than $500.
Put your name, department name, and today’s date on the first line 1. Department Director will do the following: a. Complete all portions of Section 1, ASSET DETAIL. Please provide detail as to why the asset is being disposed on the lines provided. If more space is needed, attach more pages. Please include pictures of the asset as well. b. Complete all portions of section 3, DISPOSAL DETAIL, as needed, including justification for lost or stolen assets. c. Sign on Department Director line of Section 4, COMMUNICATION DETAIL. d. Submit this completed Disposal of Asset form & pictures to the Finance Department Director for signatures from the: i. Finance Director. ii. City Manager. 1. Once approved for disposal, the Finance Department will forward a copy of this signed Disposal of Asset form back to the Department Director. e. Once asset is approved for disposal, the department director will then forward the following to the Warehouse Department for proper disposal: i. A copy of this signed Disposal of Asset form and pictures of the asset. ii. Actual asset to be disposed. iii. Order of the Mayor and City Council, if applicable. 2. Finance Department will do the following: a. When this Disposal of Asset form is received from the department director, sign the Finance received from department by line of Section 4, COMMUNICATION DETAIL. b. Review and approve, as appropriate, all disposal requests. c. Forward this Disposal of Asset form for the City Manager’s approving signature. d. Maintain this original, signed Disposal of Asset form and forward a copy to the Department Director. e. Once item is disposed (sold, auctioned, transferred, scrapped, trashed, etc.), the Senior Accountant in the Finance Department will: i. Sign the Asset disposed in accounting system line of Section 4, COMMUNICATION DETAIL. ii. Dispose of the asset in the City’s electronic accounting system iii. Maintain all supporting documentation of asset, including this completed Disposal of Asset form. 3. Warehouse Department will do the following: a. When this Disposal of Asset form is received, sign the Asset & form received at warehouse by line of Section 4, COMMUNICATION DETAIL. b. Maintain in an easily accessible and organized manner the assets to be disposed and this completed Disposal of Asset form until asset is disposed (sold, auctioned, transferred, scrapped, trashed, etc.). c. Once asset is disposed, complete all portions of section 3, DISPOSAL DETAIL. Include a copy of the following as applicable: i. City Council Order/Receipt of Sale. ii. Auction Lot Form with necessary signatures. iii. Buyer Information. d. Forward this signed Disposal of Asset form, within 10 days of disposal, to the Senior Accountant in the Finance Department for proper record keeping.
Finance Department Asset DISPOSAL Form Approved as of 7/5/2012
1. ASSET DETAIL: Item Description: _______________________________Serial Number: ________________________________________ Manufacturer: _________________________________Year & Model: _________________________________________ Barcode Number: ________________Fleet ID Number: _________________License Plate Number: _________________ Explain why asset is being disposed: ____________________________________________________________________ __________________________________________________________________________________________________ __________________________________________________________________________________________________ When Section 1 is complete, sign below in Section 4 & forward form & pictures to Finance for approval processing
2. DISPOSAL APPROVAL: ______________________________________________________ _______ Finance Director
DATE: _____________________
______________________________________________________ _______ City Manager
DATE: _____________________
When disposal is approved, finance will forward copy of form back to Department Director. Director will forward form & asset to Warehouse for storage until proper auction or disposal.
3. DISPOSAL DETAIL: Disposal Method: _____________________________ Date Disposed: _________________________________ Proceeds or Costs of Disposal (Circle which is appropriate): $____________________________________________ City Council Order/Auction Lot Number/Receipt Number (Attach order, auction lot form, receipt, or title if applicable): __________________________________________________________________________________________________
If asset was lost or stolen, explain investigation and its results. Attach more pages as needed: __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ When disposed, Warehouse Department will forward this form & sales detail to Finance Department Senior Accountant for processing.
4. COMMUNICATION DETAIL: Department Director submitted (signature): ____________________________________
Date ________________
Finance received from department by (signature): _______________________________
Date_________________
Asset & form received at warehouse by (signature): ______________________________
Date________________
Asset disposed in accounting system by (signature): ______________________________
Date________________
Finance Department Asset DISPOSAL Form Approved as of 7/5/2012
HOW TO: Fill out this fixed asset DISPOSAL form This form needs to be completed for ALL DISPOSED ASSETS with a value greater than $500.
Put your name, department name, and today’s date on the first line 1. Department Director will do the following: a. Complete all portions of Section 1, ASSET DETAIL. Please provide detail as to why the asset is being disposed on the lines provided. If more space is needed, attach more pages. Please include pictures of the asset as well. b. Complete all portions of section 3, DISPOSAL DETAIL, as needed, including justification for lost or stolen assets. c. Sign on Department Director line of Section 4, COMMUNICATION DETAIL. d. Submit this completed Disposal of Asset form & pictures to the Finance Department Director for signatures from the: i. Finance Director. ii. City Manager. 1. Once approved for disposal, the Finance Department will forward a copy of this signed Disposal of Asset form back to the Department Director. e. Once asset is approved for disposal, the department director will then forward the following to the Warehouse Department for proper disposal: i. A copy of this signed Disposal of Asset form and pictures of the asset. ii. Actual asset to be disposed. iii. Order of the Mayor and City Council, if applicable. 2. Finance Department will do the following: a. When this Disposal of Asset form is received from the department director, sign the Finance received from department by line of Section 4, COMMUNICATION DETAIL. b. Review and approve, as appropriate, all disposal requests. c. Forward this Disposal of Asset form for the City Manager’s approving signature. d. Maintain this original, signed Disposal of Asset form and forward a copy to the Department Director. e. Once item is disposed (sold, auctioned, transferred, scrapped, trashed, etc.), the Senior Accountant in the Finance Department will: i. Sign the Asset disposed in accounting system line of Section 4, COMMUNICATION DETAIL. ii. Dispose of the asset in the City’s electronic accounting system iii. Maintain all supporting documentation of asset, including this completed Disposal of Asset form. 3. Warehouse Department will do the following: a. When this Disposal of Asset form is received, sign the Asset & form received at warehouse by line of Section 4, COMMUNICATION DETAIL. b. Maintain in an easily accessible and organized manner the assets to be disposed and this completed Disposal of Asset form until asset is disposed (sold, auctioned, transferred, scrapped, trashed, etc.). c. Once asset is disposed, complete all portions of section 3, DISPOSAL DETAIL. Include a copy of the following as applicable: i. City Council Order/Receipt of Sale. ii. Auction Lot Form with necessary signatures. iii. Buyer Information. d. Forward this signed Disposal of Asset form, within 10 days of disposal, to the Senior Accountant in the Finance Department for proper record keeping.
Finance Department Asset DISPOSAL Form Approved as of 7/5/2012
