• State of Alaska Controlled Property

    State of Alaska Controlled Property

    Form Information

  • 1.0 What is the State of Alaska Controlled Property Form?

    DOA Shared Services of Alaska has replaced 8 forms and consolidated them into 1 electronic online form to streamline property procedures. The State of Alaska Controlled Property Form (hyperlinked) is a new, more efficient way to do the following property actions:

    1. Intra-Departmental Property Transfer Authorization and Report
    2. Lost / Stolen / Damaged Property Review
    3. Property Salvage / Destruction Request
    4. Online Auction Request Form
    5. Trade-In Request Form
    6. Donation Request Form
    7. Negotiated Sale Request Form
    8. Barter Request Form

  • 2.0 What is the EPF Electronic Property Form?

    Paperless process: online format and submission creates seemless electronic file storage. 

     

    Property Approvals are done faster electronically via State password-protected email accounts.

     

    Analytics within this form allow DOA Shared Services insight into the user experience. DOA Shared Services will now have access to:

    • accurate, up-to-date, automatically curated information with Excel.
    • how much time users spent filling out this form.
    • user feedback - see below! 

    This form used in conjunction with the Property Flow Chart, the State Sensitive Items List, and the Property Contol Manual will give users a smooth process for property transactions.

     

  • 3.0 How do I approve this form?

    From their State password-protected email account, persons listed in the Required Approvals section will need to provide a statement of approval where their automatically generated timestamped email header remains in the contiguous email chain.

    For example, if Jonathon Harshfield is the custodian, he would forward the email like this:

    From: Jonathon Harshfield (DOA)

    Sent: Tuesday, August 1, 2024 10:44pm

    To: Dustin McNab

    CC: Receiving Custodian (DOA)

    Subject: SOA Surplus Form, Online Auction, ID#123

    Body: I, Jonathon Harshfield, approve SOA Surplus Form, Online Auction, ID#123

     

    Keep this time-stamped email chain intact and reply to the email with a statement of approval. 

  • 4.0 What approvals are required? 

    The approvals for property actions are listed in the order they are to be gathered below. Approvals to be gathered by the Property Custodian are highlighted below. 

    A Property Custodian will send gathered approvals and send them to their Department Property Officer (DPO). The DPO will notify a Property Custodian when final approval has been granted.

    Do not proceed with property action until you have permission from the DPO. 

    For a Department Property Officer directory, contact Jonathon Harshfield at jonathon.harshfield@alaska.gov. 

     

     

  • 4.1 Intra/Inter-Departmental Transfer Request, Required Approvals:

    1. Property Custodian
    2. IT Department (or other authorized person if Media Disposal is to be completed)
    3. Receiving Employee
    4. Department Property Officer
    5. State Property Manager 

  • 4.2 Online Auction Request, Required Approvals:

    1. Property Custodian
    2. IT Department (or other authorized person if Media Disposal is to be completed)
    3. Department Property Officer
    4. State Property Officer
    5. Juneau Surplus Property Officer

  • 4.3 Trade-In / Donation / Negotiated Sale / Barter Request, Required Approvals:

    1. Property Custodian
    2. IT Department (or other authorized person if Media Disposal is to be completed)
    3. Department Property Officer
    4. State Property Manager

  • 4.4 Lost/Stolen/Damaged, Required Approvals:

    1. Property Custodian
    2. Immediate Supervisor
    3. IT Department (or other authorized person if Media Disposal should occur)
    4. Division Director or Designee
    5. Department Property Officer
    6. Commissioner or Designee
    7. State Property Manager

  • 4.5 Disposal (Property Salvage/Destruction) Request, Required Approvals:

    1. Property Custodian
    2. Immediate Supervisor
    3. IT Department (or other authorized person if Media Disposal is to be completed)
    4. Department Property Officer
    5. State Property Manager

     

  • 5.0 Adding/Changing Information on a Submitted JotForm

    There is an "Edit Submission" hyperlink at the bottom of the email. After changes are made, click the "Submit" button and the form will be sent back to the Custodian. 

    A form that has been submitted by a non-IRIS user can be "edited" at a later time by an IRIS user to add additional IRIS information such as FA/FT/FD information. 

    Any approvals that were made prior to editing will not be valid.

    Gather approvals only when form is in its final state. 

  • 6.0 IRIS

    Instructions to create or look up FA/FT/FD documents for IRIS users using the Property Control Manual.

  • 6.1 IRIS Fixed Asset (FA)

    Instructions to look up Fixed Assets in IRIS are found at https://oppm.doa.alaska.gov/property/iris-help/

     

  • 6.2 IRIS Fixed Asset Transfer (FT)

    Instructions to create an FT document are on page 45 of the Fixed Assets Manual

    FT's are required for items in IRIS and need to be created when the following are requested:

    • Intra-Departmental Transfer
    • Inter-Departmental Transfer

  • 6.3 IRIS Fixed Asset Disposal (FD)

    Instructions to create an FD document are on page 52 of the Fixed Assets Manual.

    FD's are required for items in IRIS and must be created when the following are requested:

    • Trade-In
    • Donation
    • Barter
    • Negotiated Sale
    • Property Salvage/Destruction

  • 7.0 I changed my mind! Can the JotForm be retracted? 

     Yes. Email Daren.Denney@alaska.gov a copy of the form you wish to have retracted and a confirmational email will be sent to you when your request has been completed. 

  • Provide your contact information below if you would like a response. 

  • Should be Empty: