Property Control Inventory Instruction Guide

Transcription

1 GRAMBLING STATE UNIVERSITY Property Control Inventory Instruction Guide Property Control & Receiving 100 Central & Stadium Grambling, LA Phone Fax

2 Who are the Inventory Specialists? I n order to conduct a successful inventory-each department head and/or dean has selected an Inventory Specialist. The Inventory Specialists main purpose is to keep up with all equipment (and/or) items that enters or exits their department. Whether these items have been transferred or sent for repairs, the Inventory Specialists signature is still required for all forms. All Inventory Specialists should have an alternate person to conduct the inventory. It is very important to maintain the proper records of your inventory. By having the necessary documentation, it is easier to find the location of your department s inventory status. As the Inventory Specialist, a proper and thorough search for all equipment is required. If for any reason a discrepancy occurs while doing your inventory; it should be supported by the proper documentation and/or forms. Why is Inventory Necessary? Inventory is one of the major requirements enforced by the Louisiana Property Assistance Agency (LPAA). By conducting the inventory, this allows the state to track their property to ensure that the appropriate individuals are held responsible for not damaging the equipment and that the rules for the usage of equipment are being followed in accordance with the state s rules and guidelines. Inventory also helps Property Control keep an updated record of all items throughout the facility. 1

3 Frequently Asked Questions? Q: Why do I have to do Inventory? A: Your department head and/or dean selected you for this position. Q: Do I get paid for being the Inventory Specialist? A: This is a question that only your supervisor can answer since they appointed you for the position. Q: If we have equipment that needs to be moved but Property Control hasn t picked up the merchandise yet and it s in the way can we place it outside? A: No. You cannot place equipment outside, in the hallways, in doorways or etc. If you place equipment outside this will increase theft and unallocated property. If you place items in doorways and/or hallways this is considered to be a fire hazard. You should place items to the side in an unused office space with a copy of your faxed transfer form on top of the equipment until the items can be removed by Property Control. 2

4 Q: If I have equipment that I have purchased through grant money is it my computer and can I take it off campus? A: No. It is not your computer. Anything purchased through state funding, grant, or Title-III funding still belongs to the state. You cannot take equipment off-campus without signing an Off-Campus Transfer Form. This form is to be updated every 30 days. When items are taken off the campus without completing the proper form, un-located property as well as theft reports will increase. Q: May I have an extension on my inventory if I don t finish by the deadline that was given. A: No. An extension will not be issued under any circumstance. Inventory is due by the deadline date, regardless of any situation. All inventory specialists are issued a due date based on the total amount of assets of their departments. Q: What if I am not absent on the inventory due date? A: It is the Inventory Specialists responsibilities and department head to appoint an alternate person to assume the responsibilities of the Inventory Specialist if they are unavailable. Q: I transferred these items last year and some were un-located. Why are they still on my department s inventory? A: These items will remain on your inventory for (3) years if it is un-located. If a transfer has been done on certain items then the paperwork should be accessible to fax to our department. A: The signature of the office of Property Control, the transferring Inventory specialist(s) and the receiving Inventory Specialist(s) along with the signature of the Title-III s Department head (if Title III tags are applicable). It should have the department, where the transfer is originating, the room number, the building s name and the location code. Also, you must indicate where the transfer will be relocated. This form should be filled out in its entirety. This form is only acceptable if filled out properly and has Property Control s signature. You should keep a copy for your records and the original should be delivered to Property Control. Q: Do I need to make copies of my Inventory after it is completed? A: Yes, you do need to make copies of any paperwork that is submitted to Property Control. * Remember the transferring Inventory Specialist and the receiving Inventory Specialist signatures are required for the transfer to be completed. Please do not sign as having received the items unless the items are in your department s possession. You must immediately fax the paper work to Property Control for signature. A signed copy from Property Control will then be faxed to the Inventory Specialist initiating the transfer and the Inventory Specialist receiving the property. 3

5 How to Prepare for the Inventory Certification Proper inventory documentation is necessary for thorough and accurate information sharing. Before the Inventory Specialist has been relieved from this duty, it is necessary for the department head and/or dean to retrieve the necessary documents to prepare the new Inventory Specialist. Without the proper paperwork, the Inventory specialist will not have a successful inventory process. All Inventory Specialists should thoroughly examine the items for state tag numbers, Title-III tag numbers, serial numbers and small tag numbers. The Specialist should also give a thorough description of what the item is, where the item is located, the room number and the floor, what building it was located in and what employee is using the equipment. Manual location will assist the Inventory Specialist in becoming familiar with the department s assets for future use. To gain assistance with your inventory, you should comply with your department head and/or dean to appoint an alternate Inventory Specialist for your department. You can also require that each employee in your area that resides in an office fill out their own Untagged Equipment Form. They should fill out this form in its entirety along with your signature stating that you confirm the location of the property. What s In My Inventory Certification Packet The following forms will be located in the Inventory Certification Packet: 1. Asset Certification Report: The Asset Certification Report consists of the following: A. Room Numbers B. Person Responsible C. Un-located Year & Items D. Asset Number (State Tag Number) E. Description of Item F. Serial Number G. Building Location Name H. Floor Location I. Location Code (Located at the top of the page in left hand corner) J. A signature line at the bottom of each page. 4

6 2. Receipt of Delivery: This page is considered to be a declaration page stating that your Inventory Certification Packet has been received from Property Control and that a manual, physical and thorough inventory will be conducted in your department with the exception of any attached discrepancies or documents. 3. Asset Certification Accountability Report: This will be where you indicate the total number of items that you were able to locate after your inventory is completed in the grand total area. Total Assets is the total number of items that Property Control has calculated that your department should have with the exception of any attached discrepancies and/or documents. Where are the Forms? All Property Control Forms will be located on Access Grambling s homepage and click on GSUNet. Scroll down and click on University Documents and Forms. Property Control Forms are located at the bottom of the page. Please feel free to make as many copies as possible that you may need for your department. Form Use Moving Request Form: The moving request form is the form that is used when you have large items such as, desks, tables, sofas etc. to move to a different area of the campus other than the Property Control area. Property Control Procedures: This form explains the procedures and guidelines of Property Control and Receiving. These are regulations mandated by the LPAA to ensure that all employees are handling the equipment properly and according to the code of the state of Louisiana. Request for Transfer of Equipment: This form should be completed when there is equipment such as small chairs, computers, CPU S, Monitor s, Fax Machines, etc. in your area that need to be transferred to another department or to the Property Control and Receiving area. If Property Control is unable to assist with the movement of your equipment and you have the resources of transferring the equipment to the proper area, then the Inventory Specialist doing the actual transfer needs to get the Inventory Specialists signature who has received the item s signature then this form needs to be faxed or brought over to the Property Control Area for the Manager s signature. The form is not an official document until Property s signature is on the form and a copy has been given back to all parties involved and we receive the original. If Title-III tags are on the transfer form then it will be up to the Inventory Specialist doing the transferring to get Title III s department head s signature. Title-III may not keep the original copy only Property Control. 5

7 Notification of Inventory Specialist: This form has to be filled out every time a new Inventory Specialist has been appointed. This form needs to be signed by the Inventory Specialist and the department head stating they are responsible for the inventory in the assigned department. Equipment Assigned to Employee Notification: This form needs to be completed by all new employees in your department. This form also serves as notification that a particular employee in your area is using certain equipment and is responsible for the items in his/her office. This form can be filled out by either the Inventory Specialist or by the individual who has possession of the equipment. If the Inventory Specialist chooses for the employee to fill out the form the signature of the Specialist is still required or the form will not be valid. Authority to Release Equipment for Repairs: Before equipment can be picked up and taken back to the company for repairs, this form must be completed for removal of tag numbers. If something happens to the item or if the item is never returned, then the particular company will be responsible based on the completion of this form. *Remember to keep a copy of this form for your records. Equipment Not Listed on Asset Certification Report: This form must be completed whenever you have items that do not appear on your inventory but are being used regularly by the employees in your area. Their signature is required along with the Inventory Specialist and/or the department head. After this form is turned in; this information will be upgraded into the system to appear on your Inventory for the next fiscal year. Please remember to make copies of all paperwork that is submitted to the Property Control Office. Un-located Property: This form should be completed when you have received a copy of your Inventory with your departments data listed. If you see any item(s) on here that can not be accounted for then these items will become un-located but will stay on your Inventory for 3 years. The items will only be considered as being un-located when you can not prove that theft was involved or the item can t be located by eye. Asset Certification Report: This form is used for entering your inventory. All inventory information is manually entered onto this form. This form cannot be saved so you must print as many copies as you need. You can either type the information or manually print the information. Because some hand-writings may not be legible we would prefer that you type the information but we will accept print. Please make sure to memorize your Location Code. That s how your department is identified. Please sign your name at the bottom of each page after it has been filled out to its entirety. In the column where it says un-located property is for office use, only. Do not write in this area. Asset Certification Accountability Report: There should be a blank form via the web for you as well as a form located in your packet with a description of all the assets located in your department. This form needs to be signed after you have thoroughly completed your inventory. You must sign, print and date the form at the bottom of the page. Attach any supporting documents (for ex. transfer forms, equipment sent out for repairs and equipment taken off campus). Also, indicate the total number of items which you have located at the top of the page where it says grand total. 6

8 *If theft played a part in your equipment being un-located then you must retrieve a copy of your police report. You should make a copy for your records and your department and the other copy should be included with your Inventory Certification Packet. If the item was stolen via nonforced entry, then this will remain on your inventory for 3 years. If the item(s) were stolen by forced entry, then paperwork (police report) will be submitted to the state of Louisiana Property Control office. Please include in your police report the tag number, Title-III numbers, serial numbers, and who was responsible for the item and the room location. When is My Inventory Certification Report Due? Your Inventory Certification Report is due by the due date given by the Property Control Area. No exceptions. Extensions- No extensions will be granted for the Inventory Certification Packet. All employees are issued a deadline for their department based on number of items that you have in your department. Tips to Help with your Inventory Here are some helpful tips to help assist you and to make your Inventory easier: 1. Enlist your department s assistance in completion of the inventory. 2. Ask your department head and/or dean to assign an alternate Inventory Specialist in case you are not available. 3. Maintain your department s paperwork. 4. Become familiar with the location of items in your department. *I hope these tips help you with your inventory. *If you have any questions please contact the Office of the Director of Property Control Office at Ext