chapter5

Introduction to Transfers of Inventorial Assets

Transfers of inventorial assets may be within cost centers, between cost centers, and to other state agencies. Transfers may also be made to non-governmental organizations, entities, or individuals when specifically authorized by contract or public law authorities.

How to: Transfer an Inventorial Asset to a Location Code within the Same Cost Center

Any Asset Local Representative having TRACKS access to the sending and receiving locations can do transfer inventorial assets within a cost center. If no Asset Local Representative TRACKS access to both the sending and receiving locations, the Asset Coordinator must perform the transfer.

The transfer may be done via the Update button on the TRACKS webpage. Review How to: Update an Inventorial Asset in TRACKS for step-by-step instructions on how to complete this type of transfer.

How to: Transfer an Inventorial Asset to a Different Cost Center

Only Asset Coordinators may transfer inventorial assets to another cost center. The Asset Coordinator for the receiving location’s cost center must also “receive” the inventorial asset.

The steps for completing this type of transfer are as follows:

To transfer an inventory item to a DSHS location in another Cost Center, use the “Transfer” button.  This must be performed by the Coordinator.

Transferring Inventory Items Between Cost Centers

  • Only the Asset Cost Center Coordinator can transfer an inventory item between Cost Centers.  This is done using the “Transfer” button in TRACKS Asset Management.

How to: Transfer an Inventorial Asset to a State Agency

When transferring a tagged item to other State Agencies, use the “Disposal” feature, citing a “Direct Transfer” as the disposal reason on the disposal form.  Tagged Leased computer equipment from DES must be disposed of this way.   

Transferring Inventory Items to another state agency is accomplished through a "Property Disposal Request."  The Warehouse must approve all transfers outside DSHS. 

Inter-Agency Transfer can be performed in Tracks. 

Follow these steps:

Inter-agency transfers can only be submitted by the Asset Cost Center Coordinator.  Field users need to contact their Coordinator to initiate the transfer from their location code. The field user then could close the disposal from the system after the transfer has taken place.  Please Note:  DES Leased equipment is taken out of DSHS inventory this way.

Transfer Procedures for Non-Tagged Items

  • Log into tracks
  • Initiate a new disposal
  • Select location code that is transferring
  • Enter the quantity of untagged rows as needed
  • Click “Submit”
  • Enter number of items and item description for each row to be transferred. Include serial number if available
  • In comment box, include the following information
  • The receiving state government office name
  • The receiving state government location
  • The receiving state government contact name and phone number
  • Click the direct transfer button
  • Click “will process from site”
  • Click submit
  • Copy and exit form
  • Send an email to the Surplus Warehouse
  • Check you to-do list for the disposal approval
  • Print the returned approved disposal
  • Obtain a signature of receiving party and date on the disposal
  • Keep original copy
  • Provide receiver with copy
  • Complete disposal in TRACKS

Tagged Items

  • Log into tracks
  • Submit for new disposal
  • Select location code that is transferring
  • Enter state tag numbers being transferred onto disposal
  • Click submit
    • In comment box, include the following information
      1. The receiving state government office name
      2. The receiving state government location
      3. The receiving state government contact name and phone number
  • Click the direct transfer button
  • Click “will process from site”
  • Click submit
  • Copy and exit form
  • Send an email to the Surplus Warehouse
  • Wait for disposal to be returned from Asset Mgmt. To your “to do” list with an approval
  • Print the returned approved disposal
  • Obtain signature of receiving party and date on the disposal
  • Keep original copy
  • Provide receiver with copy
  • Complete disposal in tracks

Introduction to Loans of Inventorial Assets

Loans of inventorial assets may be made to other cost centers and state agencies. A loan of any inventorial asset may only be made if the procedures set forth in How to: Loan an Inventorial Asset are followed.

Loans may be made for any length of time not to exceed ninety (90) days. The borrower must return the inventorial asset no later than the end of the loan period. If the borrower has not returned an inventorial asset within 14 days after the expiration date of the loan agreement, the lender must notify AM in writing (email or hard copy).

In cases where damage occurs to the inventory item above and beyond normal wear and tear, and the Loaning and Borrowing Location cannot agree on repairs, AM will act as the arbitrator to resolve any claims.

IMPORTANT: Tags are required to remain affixed to all inventorial assets.  Do not remove tags from any inventorial assets unless expressly instructed to do so by AM.