Section Adm 611.07 - Declaration of Surplus, Submission, and Forms(a) Agencies as defined in Adm 611.01(a) shall:(1) Immediately declare all surplus items, including vehicles that are no longer part of an agency's fleet, by making a NH First entry on the IC 20 screen described below; and(2) Make a disposition of surplus property that state surplus management concludes has a value, as well as items obtained by way of forfeiture and seizure, only through the processes described in Adm 611.(b) Unless otherwise allowed by law, agencies shall not gift state property, including but not limited to property that was used by a retiring employee in the course of his or her employment with the state, to individuals, but may request permission of the governor and executive council to make such disposition.(c) Unless otherwise provided by law or specified in a contract entered into by the state, the obligation to declare surplus property by making a NH First entry on the IC 20 screen described below shall extend to items which an agency did not obtain by way of direct purchase, such as wood harvested from state property.(d) Entities other than agencies as defined in 611.01(a) which are a part of state government that wish to submit property for redistribution or disposal through the state surplus management system shall do so by making a NH First entry on the IC 20 screen described below.(e) Prior to submitting either IC 20 or surplus property, entities that are not agencies as defined in Adm 611.01(a), as well as any agency submitting property that was obtained by the state as the result of a forfeiture or seizure, shall contact state surplus management to advise that they wish to submit property for redistribution or disposal through the state surplus management system.(f) Agencies shall complete and submit: (1) The IC20.1 Receipts, IC20.3 IC Transaction User Fields, IC29.1 Lots, and IC29.4 User Transaction Detail User Fields which shall include: a. The name of the agency or other entity making the submission;b. The date that the agency or other entity completed the form;c. A description of the item that has been declared surplus, including the item's size, model, quantity, unit of measure, unit cost, and bin (destination at state surplus or disposal);d. A description of the condition of the item;e. The following codes identifying the account into which proceeds from the sale of the submitted item, if any, are to be deposited:1. The revenue account code, if any, together with the activity code, if any;3. The agency code, if any; and4. The organization code;f. The name of the contact person for the agency or other entity submitting an item(s) for surplus;g. The name of the originator, the person who completed the form; andh. The name of the representative of the agency or other entity who has approved the making of the declaration of surplus; and(2) The P-11A, entitled "Surplus Vehicle Checklist", as amended 7-20-2023, which shall be completed in addition to the IC20.1 Receipts, IC20.3 IC Transaction User Fields, IC29.1 Lots, and IC29.4 User Transaction Detail User Fields when the declaration of surplus involves a motor vehicle.(g) If an odometer reading on a vehicle is not the actual mileage on a vehicle, the entity submitting the vehicle shall, in addition to the forms described above, submit a written statement signed by an authorized representative of the entity submitting the vehicle disclosing that the true mileage of the vehicle is unknown.(h) On IC29.4 User Transaction Detail User Fields, the description of the condition of the item noted in (f)(1)c. above shall contain at least: (1) A general description of the overall condition of the item, including whether or not it is functional for the purpose for which it was manufactured;(2) A notation of any damage to the item;(3) An indication of whether any part of the item, or piece affixed to the item, has been, or will be, removed prior to delivery to surplus property management; and(4) An indication of whether any parts or pieces of the item are missing.(i) In addition to the IC 20 described above, each agency or other entity submitting any computer or computer component designed to store data shall submit to state surplus management a "Data Destruction Disposition Form", as amended 7-20-2023, described in Adm 611.05.(j) Any agency or other entity wishing to submit property to state surplus management for redistribution or disposal shall submit the applicable forms described above to state surplus property management electronically, or at 144 Clinton Street, Concord, NH 03301-2297.N.H. Admin. Code § Adm 611.07
(See Revision Note at part heading for Adm 611) #10364, eff 7-1-13
Amended by Number 37, Filed September 14, 2023, Proposed by #13708, Effective 7/29/2023, Expires 7/29/2033 (see Revision Note at chapter heading for Adm 600).