| PROCEDURE NUMBER: |
PMG-INVENT-4 |
| PROCEDURE TITLE: |
Annual School/Department Inventory Procedure |
| PURPOSE OF PROCEDURE: |
To provide a consistent controlled method
for taking the annual inventory in accordance with the rules
of the Auditor General and to establish custodial accountability |
| |
|
| WHO: |
STEP |
ACTION: |
| Property Mgt. Specialist |
1 |
Establish an inventory schedule at the beginning
of the school year. |
| Director of Purchasing |
2 |
Distribute inventory schedule to the schools
and sites along with instructions at the September First Principals
meeting. |
| Property Mgt. |
3 |
Print current inventory reports for each site
accordingly
- Building and Room order
- Numerical order (asset number)
Distribute to the site custodian of record by the date indicated
on the inventory schedule. |
| |
4 |
Three days after the deadline issue a written
request for the completed inventory report to any custodians
who have not returned the inventory and all required forms
and reports. |
| |
5 |
Ten days after the deadline, issue a second
written request for the completed inventory report to any
custodian who have not returned the inventory and all required
forms; with a copy to their supervisor. |
| |
6 |
Seventeen days after the deadline issue a second
written request for the completed inventory report to any
custodians who have not returned the inventory and all required
forms, with a copy to their supervisor and the superintendent. |
| |
7 |
After receipt of the completed inventory and
all required forms and reports, determine if all fixed asset
equipment assigned to each facility is accountable and reported
in proper building and room number. |
| |
8 |
If fixed asset equipment is missing or stolen
during the annual inventory prepare a report for review by
the Director of Purchasing. |
| Director of Purchasing |
9 |
Prepare a draft agenda item notifying the Martin
County School Board of missing or stolen fixed asset equipment.
Distribute the draft to all custodians with missing property
along with a memo giving them 30 days to locate any missing
property prior to issuance of reprint to the Board. |
| |
10 |
Release final agenda item to the Executive
Director of Operations after Property Custodians have had 30
days to locate missing equipment. |
| |
|
|
| Executive Dir. of Operations |
11 |
Review report with Cabinet and release board
agenda item. |
| Property Mgt. Specialist |
12 |
Note property records file to remove asset
for records five years after reporting it to the board as missing. |
| |
13 |
Review property record to remove any missing
items five years after reporting them missing to the board. |
| |
14 |
Add any missing items to be removed from property
records to a property disposal notice issued to the board.
List reason for disposal as “Missing Five Years”. |
| |
|
END OF PROCEDURE |
| Status |
Dates |
Drafted or Reviewed by:
|
| 1st Draft Date |
11-1-00 |
Sandy Armstrong, John Klatt |
| Administrative Rev 1 |
|
To: |
| Exec. Director Rev. |
|
|
| Cabinet Review |
|
|
| Cabinet Approval |
