Asset Transfers and Disposals Step-by-Step
The Capital and Controlled Asset Custodians (Custodians) of each agency/department are
responsible for initiating transfers of assets in their inventory in PeopleSoft. The list of
Custodians for each agency/department is saved here: P:\reports\Signature
Authorization\Fixed_Assets.
To be granted access to initiate transfers of assets, refer to Assigning a Capital and Controlled
Asset Custodian in the Capital and Controlled Assets Procedure.
Fiscal Accountability Rule 4.2 – Capital and Controlled Assets is the governing rule and should
be read to ensure compliance and understanding.
This step-by-step shows how to:
Send and Receive an Asset Transfer ........................................................................................................... 1
Initiate a transfer ........................................................................................................................................ 1
Approve or deny an incoming transfer ...................................................................................................... 5
Dispose of an Asset ...................................................................................................................................... 8
Send an asset to surplus ........................................................................................................................... 8
Trade-in, demolish, cannibalize for parts, or auction from the current location ........................................ 9
Dispose of electronic asset with an external company ............................................................................. 9
Report lost or stolen assets ..................................................................................................................... 10
After reviewing the step-by-step, questions may be sent to
[email protected].
Send and Receive an Asset Transfer
PeopleSoft Fundamentals:
For step-by-step instructions on signing in
to PeopleSoft, read The Fundamentals
Guide found on DOT under Budget &
Finance, Financial Learning Center.
These types of transfers include transfers between different
agencies and between different organizations within an agency.
The Custodian is responsible for ensuring that PeopleSoft reflects where the asset is physically
located and that this information is updated timely. The transfer in PeopleSoft must occur prior
to the time of the physical transfer of the
asset.
Initiate a transfer
The Custodian of the transferring
agency/department must initiate a
transfer of the asset in PeopleSoft.
1. Sign in to PeopleSoft.
2. Navigate to Main Menu > Asset
Management > Asset Transactions
> Owned Assets > Basic Add to
arrive to the Basic Add screen.
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Asset Transfers and Disposals Step-by-Step
3. Enter DENVR in the Business Unit. All assets are found under the Business Unit DENVR.
4. Enter other search criteria to narrow down the search. The
search can be performed by the Asset Identification
number or the Tag Number. If only the serial number is
known, run query D8_AM_ASSET_SEARCH_SERIAL_ID
to find the Asset Identification number.
To run a query:
Navigate to Main Menu > Reporting Tools
> Query > Query Viewer.
For step-by-step instructions on running a
query, read the Query Guide found on DOT
under Budget & Finance, Financial Learning
Center.
5. Click Search.



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Asset Transfers and Disposals Step-by-Step
6. Select the Location/Comments/Attributes tab.
7. Click the “+” icon in the Location box to add a new location row.
8. Fill in the following fields:
a. Effective Date: – The date will default to today’s date. Change the date to the actual
date of the physical transfer if necessary.
b. Location: – Click the magnifying glass and choose the new location code for the
asset. If the new location code cannot be determined from the list, request the code
from the Custodian of the receiving agency/department.


8a
8b
9. Click on the Manufacture/License/Custodian tab.
10. Click the “+” icon in the Custodian Information box to add a new Custodian row.

Note: You
may need
to use the
scroll
button to
view
additional
tabs.

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Asset Transfers and Disposals Step-by-Step
11. Fill in the following fields:
a. Effective Date: – The date will default to today’s date. Change the date to the actual
date of the physical transfer if necessary.
b. Fund Code:* – Click the magnifying glass to select or enter the Fund Code for the
new location. The fund is determined by the organization to which the asset is being
transferred. One of the following Fund Codes must be used for all assets:
i. 98000 – General Fund, Special Revenue Funds, DIA, Wastewater
Management Enterprise Fund
ii. 67100 – Asphalt Plant Operations
iii. 78100 – Environmental Services Enterprise Fund
iv. 79100 – Golf Enterprise Fund
c. Organization:* - Click the magnifying glass to select or enter the Organization Code
for the new location.
d. Remaining fields should be blank. If the remaining fields are not blank, highlight the
information in the field, and delete.
*If the Fund Code and Organization codes for the new location are unknown, ask the Custodian that
will be receiving the asset before proceeding.
11a
11b
11c
12. Click Save at the bottom of the page when the updates are complete.
The status will show Authorization Pending until the receiving Custodian accepts or denies the
transfer in their Worklist. An email notification is sent if the receiving agency/department denies
the transfer. Contact the Custodian of that agency/department for further information to
complete the transfer.
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Asset Transfers and Disposals Step-by-Step
Approve or deny an incoming transfer
The Custodian of the receiving agency/department is responsible for reviewing and
approving/denying incoming transfers to the agency/department. Incoming transfers will appear
automatically in the appropriate PeopleSoft Worklist based on the organization code.
1. Click on Worklist in the top right corner of the PeopleSoft page.
2. Select the Link for the incoming transfer within the Worklist.


3. Verify that the Transaction Date: matches the date of the physical transfer of the asset and
that the Accounting Date: matches the Transaction Date.
4. Click GO! to review the Fund and Org assigned on the incoming transfer.


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Asset Transfers and Disposals Step-by-Step
5. Verify that Chartfields: Fund and Org are correct (the new information is listed at the
bottom of the page).
a. If the Fund and Org are both correct, and the asset is now physically in the
agency/department’s possession, click Save to approve the transfer.
b. If the Fund and/or Org are incorrect:
i. Click the Main Transaction tab at the top of the page.
ii. Click the Deny radio button to change the Approval Option to Deny.
iii. Fill in the Deny Reason: explaining why the transaction is denied.
iv. Click Save at the bottom of the page.
Controlled vs
Capital Asset
The appearance of
this screen varies
slightly depending on
whether it is a
Controlled or Capital
Asset. The same
basic information is
displayed on each
page, and all steps
are the same.

5a
5bi
5bii
5biii
c. If the asset is not yet in the agency/department’s possession, leave the request
pending in the Worklist until it has been received. If it is no longer expected to
be received, it should be denied.
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Asset Transfers and Disposals Step-by-Step
6. Navigate to Main Menu > Asset
Management > Asset Transactions
> Owned Assets > Basic Add.
7. Click the Location/Comments/Attributes tab.
8. Verify that the Location: information is correct. If a different location code is needed, click
the magnifying glass and select the new location code for the asset.


9. Click Save at the bottom of the page when the update is complete.
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Asset Transfers and Disposals Step-by-Step
Dispose of an Asset
The Custodian is responsible for initiating the transfer to dispose of an asset in an
agency/department’s inventory. One of the following methods shall be used, depending on the
type of disposal.
Send an asset to surplus
When an item needs to be sent to surplus, the employee in possession of the item must notify
the agency/department’s Custodian prior to physically taking the item to the surplus location.
The Custodian will then:
1. Request a delivery date from the Surplus Warehouse
Surplus
•
a. Call 720 913-0870, or
b. Email [email protected].
•
Custodians must contact the Surplus
Warehouse at least 24 hours in
advance of the item physically
arriving at the location.
If any items are taken to the Surplus
Warehouse without prior notification,
the items may be rejected.
2. Advise the Surplus Warehouse of whether or not the
item is an asset. The Surplus Warehouse must be contacted even if the item is not an asset.
If the item going to the Surplus Warehouse is an asset, the Custodian must:
3. Initiate a transfer in PeopleSoft at least 24 hours prior to the asset physically being taken to
the Surplus Warehouse.
a. Following the transfer procedure that begins on page 1, initiate a transfer using the
following information:
i. Location: – SURPL00000 – Surplus Warehouse
ii. Fund Code: - The fund of the agency/department submitting the transfer
based on this list:
1. 98000 – General Fund and Special Revenue Funds
2. 67100 – Asphalt Plant Operations
3. 78100 – Environmental Services Enterprise Fund
4. 79100 – Golf Enterprise Fund
iii. Organization: - 3020310 – Surplus Assets
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Asset Transfers and Disposals Step-by-Step
Trade-in, demolish, cannibalize for parts, or auction from the current location
Assets that will not physically be sent to the Surplus Warehouse but will be disposed of through
trading-in, demolishing, cannibalizing for parts, or auctioning from the current location, the
Custodian will:
1. Contact Purchasing at 720 913-8247 or [email protected] to provide information
about the disposal.
2. Following the transfer procedure that begins on page 1, initiate a transfer using the following
information:
a. Location: - Remains the same (this should reflect the last physical location of the
asset).
b. Fund Code: - The fund of the agency/department submitting the transfer based on
this list:
i. 98000 – General Fund and Special Revenue Funds
ii. 67100 – Asphalt Plant Operations
iii. 78100 – Environmental Services Enterprise Fund
iv. 79100 – Golf Enterprise Fund
c. Organization: - 3020310 – Surplus Assets
Dispose of electronic asset with an external company
Assets that are disposed of through the electronic recycling company MeTech Recycling, the
Custodian will either:
1. Contact MeTech Recycling.
a. If the Custodian contacts MeTech directly, the Custodian will follow the transfer
procedure that begins on page 1, initiate a transfer using the following information:
i. Location: - METECH – MeTech Recycling
ii. Fund Code: - The fund code will remain the same, and should not be
changed.
iii. Organization: - The organization code will remain the same, and should not
be changed.
OR
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Asset Transfers and Disposals Step-by-Step
2. Contact Technology Services.
a. If Technology Services picks up an asset from the agency/department, Technology
Services will be responsible for initiating the transfer to MeTech Recycling in
PeopleSoft.
The disposal of the asset will be completed in PeopleSoft by the Controller’s Office after it is
matched to the report received from MeTech Recycling. If no match is possible, the Controller’s
Office will contact the agency/department Custodian with further instructions.
Report lost or stolen assets
When an asset is lost or stolen, the Custodian will need to remove the asset from the
agency/department’s inventory by:
1. Contact the Controller’s Office at [email protected] to provide an
explanation for the disposal. This should include the Police Report if the asset was stolen.
2. Following the transfer procedure that begins on page 1, initiate a transfer using the following
information:
a. Location: - LOSTSTOLEN – Lost or Stolen Assets
b. Fund Code: - The fund of the agency/department submitting the transfer based
on this list:
i. 98000 – General Fund and Special Revenue Funds
ii. 67100 – Asphalt Plant Operations
iii. 78100 – Environmental Services Enterprise Fund
iv. 79100 – Golf Enterprise Fund
c. Organization: - 2560210 – OC Accounting Assets
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