ALAMO COMMUNITY COLLEGE DISTRICT
Department of Acquisitions and Administrative Services
INVENTORY CONTROL GUIDELINES
ACCD
Materiel Management Unit
District Inventory Control Office
Southwest Campus - Building 3020
800 Quintana Rd, San Antonio, TX 78211.
921-4688 * 921-4677 *
921-4687
FAX 921-4833
REVISED May 2000
TABLE OF CONTENTS
Introduction
Phone Numbers,
Personnel/Fax
Fixed
Asset Definition
Non-capitalized
Assets
Tagging New
Purchases
Fixed Asset
Listings
Videotaping
Accountability and Responsibility
Change
in Property Custodian
Inventory
and Certification
Removal
of Property Off Campus
Theft
Missing
Fixed Assets
Forms
Fixed Asset
Transfer Form (Sample A)
Fixed Asset
Transfer Form back side has instructions (Sample B)
Missing Fixed
Asset Form (Sample C)
Off Campus
Property Form (Sample D)
Transfer of Equipment
Inter/Intra
Departmental Moves
Excess Property
Redistribution
of Surplus Property
Disposal
of Surplus Property
Public
Sales/Auctions
Receipt of
Donations
Trade-in Equipment
Upgrading/Enhancing
Existing ACCD Fixed Assets
Fixed
Assets Returned to Vendor
Cannibalization of Fixed Assets
Personal Use
of Equipment
ADVANTAGE
Fixed Asset Tables
Helpful Hints
Fixed Asset Transfer Form (Sample A)
Fixed Asset Transfer Form back side has
instructions (Sample B)
Missing Fixed Asset Form (Sample C)
Off Campus Property Request Form (Sample
D)
Index
INVENTORY CONTROL GUIDELINES
INTRODUCTION
This document is produced
to provide concise guidelines and essential information needed by ACCD Property
Custodians who have fixed assets and other items of value owned by ACCD
entrusted to their care. Hopefully, it will serve as a management tool and
enhance the accuracy of property records within departments throughout ACCD.
State law, ACCD policy, and proper internal controls mandate that a physical inventory of fixed assets be conducted every other year for each department within ACCD. These inventories are scheduled and performed by an Inventory Control team assigned to Materiel Management. However, before a fixed asset inventory is begun, Property Custodians should know the general location of their fixed assets and have appropriate documentation available to support any transfers that have taken place.
You are encouraged to become familiar with the provisions of these guidelines. They are published for your use, and will furnish answers to many of your questions concerning property management. We look forward to serving and working with you in the days ahead.
Linda
O'Nave, District Director 208-8089
Acquisitions and Administrative Services
Richard
Cavazos, District Manager 921-4681
Materiel Management
Gina M. Lopez, District Inventory Control Manager 921-4688
Fax Number 921-4833
A fixed asset is defined as ACCD equipment with a life expectancy of two (2) years or longer, and an acquisition cost of at least $500.00. These items are purchased under Object Code 70 or Object Code 71 and require a permanent six-digit bar code label placed by ACCD Inventory Control prominently displayed at all times. These labels will not be removed without the prior approval of the District Manager of Materiel Management.
A
non-capitalized asset is a non-expendable item which has a life expectancy of
at least one (1) year and has an acquisition cost of $50.00 to $499.99. These
assets are purchased under Object Code 46-90, 73, or 75, and are marked with an
ACCD property label placed by ACCD Inventory Control at the time they are
received.
Most property which meets the fixed asset criteria is bar coded at Central Receiving with a six-digit inventory control number. However, outsized, overweight fixed assets may be sent directly to departments and tagged on location by ACCD Inventory Control. Once the fixed assets are tagged, information regarding their description is then entered into ACCD's integrated financial system (Advantage) by the ACCD Inventory Control Office and assigned to the account of the appropriate Property Custodian.
Fixed asset lists of property assigned to Property Custodians may be requested from the District Inventory Control Manager whenever the need arises, and although each request will be honored on a first-come first-served basis, all requests will be filled within 24 hours. Property Custodians should use these lists as management tools to conduct physical inventories and to track property assigned to their accounts. An updated list should be requested whenever a fixed asset is added to assure that the proper campus, building, room, description, serial number and tag number are correct. This will assure the Property Custodian and his/her designated property managers that an updated list is on hand at all times. Property Custodians are encouraged to appoint property managers at the user level to help manage property that is assigned.
Videotaping is a means of property management; so regardless of the value or location, all property will be videotaped during physical inventories and certifications. This will help to locate property that has been misplaced and assure a continuous chain of accountability for all assets in the District. No item should be moved from one room to another without the approval of the Property Custodian, and no fixed asset shall be moved from one department or campus to another without notifying the Inventory Control Manager via an Equipment Transfer Form signed by the Property Custodian.
ACCOUNTABILITY AND RESPONSIBILITY
The District Inventory Control Manager, Materiel Management, is responsible for inventorying and maintaining an updated and accurate central file for all transactions related to fixed assets in the District. In addition, the District Inventory Control Manager will process these assets into the ACCD inventory expeditiously. The PROPERTY CUSTODIAN is the departmental budget manager for property within a department, and as such the Property Custodian is responsible for tracking, securing, and controlling fixed and non-capitalized assets assigned to his/her account. This responsibility MAY NOT be delegated to any other person. All official correspondence and related forms of communication as they pertain to fixed asset accountability and responsibility will be directed to the Property Custodian for information/action.
When a department has an imminent change pending for it’s PROPERTY CUSTODIAN, the current Property Custodian should notify the District Inventory Control Manager of the date the change will take place. On the official day of the change, ACCD Inventory Control personnel along with the current and incoming PROPERTY CUSTODIANS will conduct an inventory of the department's fixed assets. The ACCD Inventory Control representative will serve as an advisor to both the current and incoming custodians and make recommendations to resolve issues that arise during the inventory. Nevertheless, it is the responsibility of the incoming PROPERTY CUSTODIAN to ensure that items on the fixed assets list have been located or accounted for prior to assuming responsibility for the items on the list. Once the inventory list is signed, ownership is transferred to the incoming Property Custodian and the outgoing Property Custodian is relieved from property accountability in the department.
A physical inventory will be conducted every two (2) years or sooner in each department by an ACCD Inventory Control team. After the inventory, two lists of fixed assets which are assigned to the Property Custodian will be provided by the District Inventory Control Manager. The original list will be reviewed, certified (signed and dated to be accurate) and returned to ACCD Inventory Control. The second list will be retained as the Property Custodian’s record copy.
In addition to the biennial inventory conducted by ACCD Inventory Control, Property Custodians are encouraged to conduct an annual inventory to assure that property assigned is on hand and in its assigned location. A helpful hint in this connection, is to sub-receipt property to the user level and appoint property managers at this level to provide daily supervision of fixed assets. The Property Custodian should hold property managers accountable for property that is assigned to their areas of responsibility, regardless of whether the property is used by assigned personnel or others. It is imperative that the property be managed with appropriate documentation (Fixed Asset Transfer Forms, Memos, Letters, etc.) in all situations and circumstances.
REMOVAL OF PROPERTY OFF CAMPUS
When ACCD property is needed off campus to conduct official business for the District, the requesting official must submit an approved "Off Campus Property Request Form" to the District Inventory Control Manager before the property is removed from its assigned location. This form must be signed by the requestor and approved by the PROPERTY CUSTODIAN and the next level administrator. The requestor is responsible for the care and security of the property while it is off campus, and for ensuring that it will be used solely to perform official ACCD business. Once the property is returned to its permanent location, the District Inventory Control Manager must be notified by the requestor so the item can be removed from the ACCD Inventory Control suspense file. THE PERSONAL USE OF ACCD EQUIPMENT IS PROHIBITED REGARDLESS OF WHETHER ON OR OFF CAMPUS.
A thorough search must be performed by the department for an item, before the asset can be determined stolen. When the search is completed and if the item is not found, the PROPERTY CUSTODIAN will promptly report the theft/missing fixed asset to the ACCD Department of Public Safety. A copy of the police report and a completed Missing Fixed Asset Form must be sent to the District Inventory Control Manager. The Missing Fixed Asset Form is your official request to have the item(s) removed from your inventory list. The Missing Fixed Asset Form must be signed by the PROPERTY CUSTODIAN and his/her next level supervisor before it is submitted to the District Inventory Control Manager. Once, the request has been submitted to the ACCD Inventory Control Office, the District Inventory Control Manager will review the request and solicit approval from the District Director of Acquisitions and Administrative Services to have the item(s) removed from the inventory. It is suggested that you keep accurate records on file for this type of transaction.
NOTE: FAILURE TO SUBMIT THE "MISSING FIXED ASSET FORM" AND A COPY OF THE POLICE REPORT WILL CAUSE THE ASSET(S) TO REMAIN ON THE PROPERTY CUSTODIAN’S INVENTORY LIST.
FIXED ASSET TRANSFER FORM (Sample
A)
FIXED ASSET TRANSFER FORM back side has instructions (Sample B)
MISSING FIXED ASSET FORM (Sample C)
OFF CAMPUS PROPERTY REQUEST FORM (Sample D)
These forms are available by calling the District Inventory Control Office at 921-4688.
When the PROPERTY CUSTODIAN determines an item to be excess to a department's needs, but the item is still serviceable and in good condition, the property may be transferred to another department in the same local area or to another area of the District. The Equipment Transfer Form must be used for this purpose.
INTER/INTRA DEPARTMENTAL MOVES
Interdepartmental Moves. An interdepartmental move is one in which ACCD property is permanently transferred from one account to another either on the same campus/department or to different campus/department. The Property Custodian who initiates the transaction will coordinate the location change with the District Inventory Control Manager. If the move takes place without the assistance of the Facilities Movers, the property which is transferred will be annotated on an ACCD Equipment Transfer Form, along with the signatures of both the releasing Property Custodian and receiving Property Custodian, and forwarded to the District Inventory Control Manager before the property is physically moved. The Inventory Control Manager will adjust the inventory accounts for both Property Custodians so that each reflects the result of the transfer.
It is important to note that ACCD Inventory Control personnel do not physically move furniture or equipment when interdepartmental moves are made. However the location change must still be coordinated with the District Inventory Control Manager, and if assistance is needed to move the property, departments must coordinate the requirement with the Facilities Movers. Once the movers transport the property to the new location, they will obtain the signature of the Property Custodian who received the property and return all documentation to the District Inventory Control Manager.
THE FACILITIES MOVERS ARE NOT AUTHORIZED TO PICK UP ACCD PROPERTY AND RELOCATE IT TO ANOTHER PERMANENT LOCATION UNLESS THE ORIGINATOR OF THE MOVE COORDINATES IT WITH THE DISTRICT INVENTORY CONTROL MANAGER AND USES A FIXED ASSET TRANSFER FORM AS THE PRIMARY DOCUMENT TO EFFECT THE MOVE.
FAILURE TO SUBMIT THE COMPLETED "FIXED ASSET TRANSFER FORM" IN THE FOREGOING MANNER WILL CAUSE THE RESPONSIBILITY FOR THE ASSET TO REMAIN WITH THE ORIGINAL PROPERTY CUSTODIAN.
Intra-departmental Moves (location changes). Conversely, this is a move where property is permanently changed from one room to another within a department. Prior to making a move of this nature, the Property Custodian will forward an ACCD Equipment Transfer Form to the District Inventory Control Manager. The Property Custodian will list the property which is to be transferred and indicate on the form the old room number and the new room number. The document will be authenticated by a legible signature of the Property Custodian. The District Inventory Control Manager will complete the transaction by updating the Property Custodian’s account to show the location changes and generate a new asset listing for the Property Custodian’s signature.
Property which is excess to a department's needs will be returned to ACCD Inventory Control for possible redistribution. The PROPERTY CUSTODIAN will schedule a property pickup with ACCD Materiel Management after submitting a "FIXED ASSET TRANSFER FORM" to ACCD Inventory Control. Special instructions such as urgency of need and unusual circumstances regarding the turn-in should be entered on the form. The usual pick-up time of excess property is not later than seven (7) working days from the time the Equipment Transfer Form is received in the ACCD Inventory Control Office.
REDISTRIBUTION OF SURPLUS PROPERTY
Prior to conducting a public sale of surplus assets, "Last Look" notices will be distributed to provide a synopsis of serviceable property which is exclusively available for redistribution to ACCD departments. Property offered during the "Last Look" will be issued and distributed on a "first come, first served basis" without charge. Property Custodians and property managers are encouraged to call ACCD Inventory Control to seek additional information concerning procedures for redistributing surplus property.
State laws and ACCD policies prohibit the sale or any form of disposal of surplus property BY INDIVIDUALS OR INSTITUTIONAL DEPARTMENTS. Property in this category MUST be returned to ACCD Inventory Control for redistribution and/or final disposition. Further details may be obtained by contacting the District Inventory Control Manager at 921-4688.
NOTE: DISPOSAL OF ALAMO COMMUNITY COLLEGE DISTRICT PROPERTY WITHOUT AUTHORIZATION FROM THE ACCD INVENTORY CONTROL OFFICE IS STRICTLY PROHIBITED.
PUBLIC SALES/AUCTIONS/SEALED BIDS
ACCD conducts periodic public sales, auctions and sealed bid sales to dispose of surplus furniture and equipment. The local newspaper, mailing lists, the Internet, E-mail and ACCD flyers are used to disseminate sales information to potential customers. If you would like to be added to the mailing list, call the ACCD Inventory Control Office.
When the ACCD Board of Trustees accepts a fixed asset as a donation, it is added to the official ACCD inventory under the same procedure discussed earlier. Supporting documentation must contain an item description, manufacturer, model, serial number and the estimated market value. The supporting documents and acceptance forms which have been approved by the Board will be forwarded to Inventory Control by the ACCD Executive Director of Institutional Advancement. The departmental PROPERTY CUSTODIAN must notify ACCD Inventory Control when the fixed asset has been received from the donor.
NOTE: ALL DONATIONS MUST BE ACCEPTED AND APPROVED BY THE ALAMO COMMUNITY COLLEGE DISTRICT BOARD OF TRUSTEES.
When an equipment trade-in occurs as part of a new purchase, the department PROPERTY CUSTODIAN must itemize the following information on the electronic requisition:
#
description of the item to be traded
# inventory tag number
# manufacturer
# model number
# serial number
# trade-in allowance to be received for the item
Before releasing the traded item to the vendor, the department must contact ACCD Inventory Control to have the barcode tag removed. After the transaction is completed, the item can be released to the vendor and the above itemized information will be used to delete the traded item from the department/ACCD inventory.
UPGRADING/ENHANCING EXISTING ACCD FIXED ASSETS
When a fixed asset is upgraded by adding hardware, accessories or peripherals which increases the value of the original fixed asset, the owner that requisitions the upgrade, must indicate the ACCD barcode number of the fixed asset to be upgraded on the requisition. The enhancement added must be purchased using object code 70 00, 75 00 or 46 90. In addition, the individual placing the order must write in the extended text of the requisition , the estimated cost of the item which is replaced by the enhancement. This will provide the District Inventory Control Manager the information needed to deduct the replaced item’s acquisition cost from the cost of the new enhancement. The value of the fixed asset will be adjusted to reflect the increase caused by the new acquisition.
NOTE: REQUISITIONS FOR ENHANCEMENTS, WHICH DO NOT CONTAIN THE ABOVE INFORMATION, WILL BE RETURNED FOR CORRECTION.
FIXED ASSETS RETURNED TO VENDOR
If a newly purchased fixed asset must be returned to a vendor, the department must FIRST notify ACCD Inventory Control for instructions on the disposition of the barcode tag; SECONDLY, notify Purchasing to coordinate the return of the item to the vendor.
CANNIBALIZATION OF FIXED ASSETS
The
term cannibalization, as used in this section, is defined as removing a part(s)
or component(s) from one asset to repair another end-item or component.
Departments MAY NOT cannibalize ANY fixed asset
without prior written approval from the District Manager of Materiel Management
or the District Inventory Control Manager. Once approval has been obtained and
the inoperable asset repaired, the cannibalized item and its property barcode
tag will be returned to ACCD Inventory Control by the Property Custodian
for disposition.
Under State law, ACCD owned or leased vehicles, equipment, furniture, supplies, or services are to be used exclusively for ACCD business purposes. PERSONAL USE IS PROHIBITED.
ADVANTAGE FIXED ASSET TABLES
The following information will enable ADVANTAGE users to display up-to-date fixed asset information for their department. For assistance, please call ACCD Inventory Control.
There are four (4) tables used to retrieve specific data about a fixed asset (FA.)
|
Table I.D. |
Table Description |
|
FAS1 |
Fixed Asset Summary
Header |
FAS1
Required: FA Type E FA Number ###### (enter)
The following information will be displayed:
|
Betterment Count |
Original purchase is "00." Additional enhancements will begin with "01." |
|
Location |
Fixed asset location by campus, building and room. |
|
Account Number |
Fund, area and organization fixed asset is assigned to. |
|
Description |
Description of item. |
|
Acquisition Date |
Date fixed asset was received. |
|
Acquisition Method |
Type of fund used. |
|
Funding Source |
Monies used if not as assigned. |
If
the "FA Number" automatically changes to another number the fixed
asset is not in the system. Always confirm the accuracy of the fixed asset tag
number.
FAS2
Required: FA Type E FA Number ###### (enter)
The total asset value will be displayed. This asset value includes the acquisition cost and any betterment(s) assigned.
FBT1
Required: FA Type E FA Number ###### Betterment Number ## (enter)
The betterment number for the original purchase is "00." Information on the additional enhancements of the original purchase will begin with "01." This table will display information for each individual betterment.
|
Acquisition Date |
Date fixed asset was received. |
|
Acquisition Method |
Type of fund used. |
|
Manufacturer |
Manufacturer of fixed asset. |
|
Serial Number |
Serial number of fixed asset. |
|
Model Number |
Model number of fixed asset |
|
Vendor Name |
Vendor purchased from |
|
Purchase Authority |
Purchase order number. |
|
Description |
Description of fixed asset. |
|
Comment |
Additional information. |
FBT2
Required: FA Type E FA Number ###### Betterment Number ## (enter)
This table will display the original cost of the fixed asset only for the betterment number displayed and NOT for the whole asset.
HELPFUL HINTS FOR EFFECTIVE PROPERTY MANAGEMENT
BY PROPERTY CUSTODIANS
Know
the property you have assigned to you and where it is located.
Sub-receipt property to property managers at the user level and
hold them accountable.
Request an updated property list whenever new or transferred fixed assets
are added to or removed from your account.
Conduct annual physical inventories at fixed times of the year;
conduct unannounced spot-check inventories during the year.
Promptly report missing/stolen items to the ACCD DPS. Send a copy
of the DPS Report and a completed Missing Fixed Asset Form to the District
Inventory Control Manager, Materiel Management.
Do not allow property to be transferred between departments or
campuses without the completion of an Equipment Transfer Form signed by the
Property Custodians.
Maintain a file of signed Equipment Transfer Forms used to record a
move of ACCD property conducted by your department personnel.
Insist that a joint inventory be conducted between the outgoing and
incoming Property Custodians whenever there is a change in Property Custodians.
Request assistance from the District Inventory Control Manager.
Learn and enforce the rules for using/taking ACCD property
off-campus and do not make exceptions.
Carefully supervise acts of equipment cannibalization after
approval is obtained from the District Manager of Materiel Management or
District Manager of Inventory Control.
Do not allow personal use of property owned by the District.
Sample Form A
|
INVENTORY CONTROL |
ALAMO
COMMUNITY COLLEGE DISTRICT
========================
FIXED ASSET TRANSFER FORM (FT)
CHECK BOX THAT APPLIES:
Date: TRANSFER
RETURN TO INVENTORY REDISTRIBUTION LOCATION CHANGE ONLY
SHADED AREAS FOR INVENTORY CONTROL USE ONLY!
|
ID # |
CK |
TAG # |
DESCRIPTION |
SERIAL # |
C # |
ACCT. # |
ACQ. COST |
|
C # = Condition Number: 1 = Serviceable 2 = Unserviceable 3 = Unknown |
|||||||
College Department Name Fund-Area-Org. Phone No. Bldg. Rm.
From: _____________ __________________________________ ______________________ __________________ ________________
To: _____________ __________________________________ ______________________ __________________ ________________
Requester: __________________________________________________
Signature:___________________________________________________
(Please print your name)
Property Custodian
=====================================================================
Released
Received
By: _____________________________ Date: ___________ By: _____________________________ Date: _________
|
INVENTORY CONTROL USE ONLY
LOCATION CODE: _________________ LOGGED
LOGGED
PROCESSED |
REVISED MARCH 2000 INSTRUCTIONS ARE ON THE BACK OF EACH PAGE
FIXED ASSET TRANSFER FORM INSTRUCTIONS (FT)
ALL SHADED AREAS FOR INVENTORY CONTROL USE ONLY!
1. Transfers Between Departments
The Materiel Management Unit does not physically move furniture and equipment
between departments. The originating department is required to complete the
ETF, obtain the "Released and Received By" signatures, and submit the
original copy to the Inventory Control Office at SWC for processing.
2. Return to Inventory
A. Completely fill-in the Tag #, Description, Serial #, and Condition # for
each item to be turned in. If the item is not tagged fill-in "No Tag"
and proceed.
B. Complete all of the "From:" information requested and only To: SWC
District Warehouse.
C. Sign at the originator’s signature line.
D. Submit the form to the Inventory Control Office at SWC to be scheduled for
pick-up.
The "Released by and Received by" signature will be obtained at the time of pick-up.
*ETF forms are available at all the Campus Copy Centers.
For additional assistance call 921-4688.
THERE IS NO CHARGE FOR THIS SERVICE.
SAMPLE FORM B
|
INVENTORY CONTROL |
ALAMO
COMMUNITY COLLEGE DISTRICT
===================================
FIXED ASSET TRANSFER FORM (FT)
CHECK BOX THAT APPLIES:
Date: TRANSFER RETURN TO
INVENTORY
REDISTRIBUTION LOCATION
CHANGE ONLY
SHADED AREAS FOR INVENTORY CONTROL USE ONLY!
|
ID # |
CK |
TAG # |
DESCRIPTION |
SERIAL # |
C # |
ACCT. # |
ACQ. COST |
|
|
|
063333 |
CONFERENCE TABLE, WALNUT TOP |
NONE |
1 |
|
|
|
|
|
076648 |
PRINTER, EPSON |
L-050-06-298 |
3 |
|
|
|
|
|
NO TAG |
CHAIR, SECRETARIAL |
NONE |
2 |
|
|
|
C # = Condition Number: 1 = Serviceable 2 = Unserviceable 3 = Unknown |
|||||||
College Department Name Fund-Area-Org. Phone No. Bldg. Rm.
From: SAC *LEARNING RESOURCE CENTER 01-11-6900 733-XXXX MLC 210
To: SWC DISTRICT WAREHOUSE 16-XX-1268 LEAVE BLANK 3020 WHSE
Requester: _________________________________ Signature: ________________________________
(Please print your
name)
Property Custodian
*Fill-in your correct inventory account number. The departmental account used to track fixed assets can be determined by your PROPERTY CUSTODIAN who is your organizational manager (first line approver). The PROPERTY CUSTODIAN is responsible for the tracking, security, and control of the fixed assets assigned to his/her account.
SAMPLE FORM C
ALAMO
COMMUNITY COLLEGE DISTRICT
====================================
MISSING FIXED ASSET FOR
TO:
Mrs. Linda O’Nave,
District Director of Acquisitions and Administrative Services
FROM:
____________________________________
DATE:
____________________________________
SUBJECT:
MISSING FIXED ASSET FOR ACCOUNT # ___________________________
Description of
missing item ______________________________________________________
Inventory tag
number ___________________________________________________________
Acquisition cost _____________________
Purchased with Federal Funds Yes No
Items
discovered missing during: Inventory other (explain)
_________________________________________________________________________________
_________________________________________________________________________________
Item
discovered missing by ____________________________________________________________
Date and Time item
discovered missing ___________________________________________________
Last person to see
missing item _________________________________________________________
Last location of
missing item ___________________________________________________________
Action taken to
find missing item _______________________________________________________
__________________________________________________________________________________
=======================================================================
A COPY OF THE
POLICE REPORT MUST ACCOMPANY THIS REQUEST BEFORE THE ITEM IS REMOVED FROM THE INVENTORY
ACCOUNTS.
=======================================================================
Department
Head/Property Custodian ________________________
Date ____________
Next
Level Approver _______________________________________ Date
__________________
REVISED MARCH 2000
SAMPLE FORM D
ALAMO COMMUNITY COLLEGE DISTRICT
INVENTORY
CONTROL
921-4688
====================================================================
OFF CAMPUS PROPERTY REQUEST
FORM
I, ____________________________ , acknowledge that I have in my possession the ACCD property listed below. It is located at __________________________and will be returned to ACCD on or before ________________ . I understand that I will be responsible for the care and security of these items, and that they will be used solely to perform official ACCD business. The use of ACCD equipment for personal purposes if PROHIBITED by Board policy, whether on or off ACCD property!
|
ACCD TAG # |
ITEM DESCRIPTION |
SERIAL # |
BRAND/MODEL |
Justification for removal:
_____________________________________________________________________________
_____________________________________________________________________________
_________________________________ ___________________________
Department
Name Employee’s
Signature
Date
_________________________________ ___________________________
Department Account
# Supervisor’s
Signature Date
___________________________________
Next Level Supervisor’s
Signature Date
I have returned the items listed above to ___ on ___ . ___________________
BLDG/RM Date Signature
INVENTORY CONTROL GUIDELINES
Accountability and Responsibility
Cannibalization of Fixed Assets
Change in Property Custodian
ADVANTAGE Fixed Asset Tables
FAS1, FAS2
FBT1, FBT2
Disposal of Surplus Property
Excess Property
Fixed Asset Listings
Fixed Asset Definition
Fixed Assets Returned to Vendor
Forms
Fixed Asset Transfer Form (Sample A)
Fixed Asset Transfer Form back side
instructions (Sample B)
Helpful Hints
Missing Fixed Asset Form (Sample C)
Non-Capitalized Assets
Off Campus Property Request Form (Sample
D)
Inter/Intra Departmental Moves
Introduction
Inventory and Certification
Missing Fixed Assets
Personal Use of Equipment
Phone Numbers, Personnel/Fax
Public Sales/Auctions
Receipt of Donations
Redistribution of Surplus Property
Removal of Property Off Campus
Table of Contents
Tagging New Purchases
Theft
Trade-in Equipment
Transfer Equipment
Videotaping
ALAMO COMMUNITY COLLEGE
MATERIEL MANAGEMENT
For more information contact: Gina Lopez at (210) 921-4688
Updated last: March 2000