| PROCEDURES
How to Handle Equipment
Purchases (Powerpoint Presentation)
When a new piece of equipment arrives, the responsible person within
the department must determine if the equipment needs to be tagged and if so, that person
should fill out an equipment record(E-form) and submit it the Comptroller's
Office.
To determine if the equipment needs to be tagged you must look at
the account number. If the equipment was purchased with Equipment Trust Funds/Category I
money, it must be tagged. If the equipment was purchased with departmental money or
Category II money and is $2,000 or over, it must be tagged. All computers must be tagged.
Once the equipment record and a copy of the invoice are received in
the Comptroller’s Office the Fixed Asset personnel will record the equipment and
assign it a tag number. Shortly thereafter, the Fixed Asset personnel will arrive in your
department to tag the equipment. Please make every effort to assist these people in
locating the equipment.
Approximately once a year your department will receive an Inventory
Report. The responsible person within the department will need to review the listing and
verify the existence and location of each equipment item. Any necessary changes regarding
location, etc should be made directly on the listing. The inventory report needs to be
reveiwed and returned to the Comptroller’s Office in a timely manner.
In some cases, it is necessary to dispose of an asset. Please
complete the Disposition of Equipment Form. Forward the form to Jerry Ruley in the Purchasing Office. If the
disposition of equipment form is not completed properly, (tag number, serial number, etc.)
the equipment will not be removed from your departmental inventory. |
