State Surplus – Property Distribution Center for State Agencies to Surplus and Claim Electronic Equipment

What's Next

To Surplus State of CT Surplus Computers, Laptops & CRT (tube) Monitors

Your agency may have a form to track the disposal of property it deems as surplus.  If it doesn’t, the Surplus Property Program recommends the use of the DPS-38 Disposal of Surplus Property Form or the DPS-38a Disposal of Seized Property Form.  This completed form is the agency record as to what and why property is deemed surplus.

Accessing the PDC System

  1. Log in to the PDC System (CT Property Distribution Center) with your assigned username and password.
  2. You will come to a welcome page.  Click the link to enter the PDC System.
  3. You will come to your Home page.  That page will give you information about anything you have pending, if you have anything that has been refused/declined, or if you have any transfers, donations or scrap tickets.


Entering Items for Surplus or Scrap

Choose the Category

Choose the “Enter” tab (upper left hand side of the screen) and use the search link. This will display a list of matching categories from which you can select your category. Choose the proper category for the items.  If you do not have a result, use a generic category of ‘other’ with the category being as close as you can get to what you have.  Once you choose your category you will come to the lot entry form. 

Enter the Lot

Items are entered into the system by lot. A lot is simply a group of similar items. This first screen allows you to enter data that applies to all items in the lot. Some data must be entered while other data is optional. All required fields will be clearly marked with a colored asterisk (*). 

The first set of questions will be specific to the category in which you have chosen to enter the items. The remaining fields are common to all categories. 

The Additional Info field can be used to further describe the items in the lot - remember that anything entered on this screen should apply to every item in the lot. 

The “Other Contact” info should only be completed if you want someone else to be contacted regarding the lot. If you fill in the Other Contact Info be sure to provide enough information for someone to contact the person – name, phone and email. If it is left blank, you will be listed as the contact for other users reviewing the lot. 

The location of the lot should be entered in the Room, Address and Town fields. This is the pick-up address that will be given to another user claiming items in the lot. 

If you have a computer image of the items it can be entered in the Photo field. 

The accounting string does not need to be addressed. 

When you have completed entering the lot data, click the Continue button. This will take you to a new screen where you can add each individual item to the lot. 

Add the First Item

You must add at least one item to the lot - click the Add Item button. This will display a screen where you can enter data for a single item. Again, some data must be entered while other data is optional. All required fields will be clearly marked with a colored asterisk (*). 

You must enter the Estimated Value of the item. This value will be used to determine the charge when the item is claimed by another user. 

The Serial Number and Inventory Number are not required, but they simplify correlation between any tracking/inventory system you may use and that of the DAS State Surplus Property Unit.  It also helps for auditing purposes. 

The Additional Info field can be used to further describe the item. This can be used to distinguish this item from others in the lot or to add any other information that you think is relevant. 

If the item should be scrapped/recycled (if there is no possibility that the item will be claimed by another user because it has no value), you can click the Request Immediate Scrap/Recycle check box. This will pop up a window where you must enter a justification for scrapping/recycling the item. Please understand that ‘obsolete’ is not justification for requesting immediate scrap.

If you want to add more than one item like this, change the value for the Add x Items Like This field. This will add multiple identical items to the lot. 

When you have completed entering the item data, click the Add button. This will take you back to the screen where you can see a summary of the items currently in the lot. 

Add Additional Items

If you want to add additional items to the lot, click the Add Item button again. You can add as many items to the lot as necessary. After adding each item you will be returned to the screen to edit items in the lot. 

In addition to adding new items to the lot, this screen also allows you to go back and change the data for the lot by clicking the Edit Lot button. You can also edit data for an individual item in the lot by clicking the item number in the list. 

Hint: If you have a group of identical items whose only difference is in a serial number or inventory number, you may be able to save some time using the Add x Items Like This field. When you enter the first item, leave the serial number and inventory number blank and add all the items to the lot at once. You can then edit each individual item to fill in the missing numbers. 

Submit the Lot

When you have completed entering items into the lot, click the Submit button. This will display a summary of the lot and submit a request that the items be entered into the system. 

Await Resolution

You will receive an email informing you that you have been issued one or more Scrap/Recycle or transfer tickets. If you receive a transfer ticket for an item, another user has claimed the item and you should make an exchange. If you receive a scrap/recycle ticket for an item, you should dispose of it. If you want to keep track of the progress of the lot, you can use the reports available in the application. 

Timeframes

  • State Agency Exclusive = 7 Days 
  • Municipalities = 7 Days
  • Non-Profits = May ‘request’ items any time during the 14 day period but will only be awarded the item(s) when the 14 day period expires with no other claims.


Void / Edit Lots / Items

You must have your lot or item number(s) ready before using this function.

  1. Choose the Admin tab (upper left hand side of the screen).
  2. Press Utility
  3. Choose your action (Void or Edit Lot, Void or Edit Item)
  4. Make the appropriate changes
  5. Submit


Hint:  If Editing items that are requested or immediate scrap, you must go into each item and check off the ‘request immediate scrap’ box (even though that was initially done) and enter the reason code.  If this is not done the items will go into surplus submission for reallocation, not for immediate scrap.

Claiming Items

Choose the Category

The first step to claiming items is to choose the category of the items you wish to claim. Choose the Claim tab (upper left hand side of the screen) and use the search link. This will display a list of matching categories from which you can select your category. You will then be presented with the list of available items. If you know the lot or item number you can also enter that directly.

Hint: If the desired category currently has no items available, or no items that you wish to claim, you can also use the category search screen to register for notification in a specific category. This means that you will receive email when new items become available in a category. Enter the name of the category, click the Search button then click Notify next to the category. 

Claim the Items

You can go through the list of available items and choose those that you wish to claim. Check the Claim box of the item or items that you want then click the Submit button. This will take you to the next step. 

Enter the Accounting Strings

Once you have selected the items, you must enter the accounting strings to which any charge for the items will be assigned. You will need to enter an accounting string for each item claimed. 

The accounting string for the general fund will be displayed - you should only claim items with a different accounting string if a specific special fund should be charged. 

The Lot box will display the numbers of all lots in which you have claimed items for which you haven't specified an accounting string. The Item box will display all items that you have claimed but for which you haven't entered an accounting string. Once you enter an accounting string at the top of the page, you must select the claimed items for which you would like to use the string. You can use the string for individual items or for all items within one or more lots. 

To use the string for one or more items, select the items in the Item box, select Items for the Apply to option then click the Submit button. This will claim all the selected items with the entered accounting string. 

To use the string for all items within one or more lots, select the lots in the Lots box, select Lots for the Apply to option then click the Submit button. This will claim all the items within the selected lots with the entered accounting string. 

When all accounting strings have been entered, you will be presented with a summary of your newly claimed items. 

Arrange Pickup

When you have completed claiming the items, it is up to you to arrange transfer of the items. The summary screen will display the contact information for each of the lots in which you claimed items. You should get in touch with the indicated person and arrange a mutually convenient date and time. 

The summary screen also contains information on the item locations.