Inventory Procedures

Inventory Procedures

Warehouse Pickup Request Form

Purpose:

To maintain proper control of equipment, textbooks, and furniture purchased
with federal, state, and local funds. Please adhere to the following procedures:

Annual Inventory:

The Inventory Specialist shall maintain by school and department an inventory control record for each piece of furniture valued in excess of $500.00 and all computers and other equipment valued in excess of $100.00, showing the name of the item, date purchased, serial number, model, cost, type of funds, and location.

An inventory shall be made annually by the principal or department head of all furniture valued in excess of $500 and of all computers and other equipment valued in excess of $100.00.

An additional inventory shall be taken whenever a principal or department head leaves, or is transferred to another school/department or if the school or department is being closed. The inventory team will consist of the outgoing administrator and the Inventory Specialist. Any disparity between equipment currently on hand and that which is listed in the latest previous inventory will be promptly reported to the financial office.

Transferring Equipment Procedures:

For equipment moved within a school/department no paperwork is required.
Approval is needed from the Principal/Director.

For equipment transferred to another school/department, a
Warehouse Pick-up Request Form will need to be completed to track the transfer.

The Principal/Director is required to agree on the transfer prior to the relocation
of any equipment. This "prior agreement" can be verbal, written, or electronic (email).

The Principal/Director of the transferring school/department completes
the appropriate sections of the Warehouse Pick-up Request Form and forwards
the document along with the equipment to the receiving school/department.

The Principal/Director at the receiving school/department signs the
appropriate sections on the Warehouse Pick-up Request Form and
sends to the Procurement Department.

The Inventory Specialist will delete the items from the transferring
school/department's inventory. All new items will be added to the receiving
school/department's inventory upon receipt of a signed receiving ticket.

A new asset number will be assigned to any new equipment. In the event,
a asset number is unable to be retrieved from the school/department's inventory,
a new asset number will be assigned to the equipment.

Surplus Equipment Procedures:
Surplus equipment will be accomplished by use of the
Warehouse Pickup Request Form.

The equipment deemed as surplus must meet the following criteria:

1. obsolete,

2. non-repairable

3. no longer needed by a school or department.

The Media Specialist or Department Head must list all surplus items on the
Warehouse Pickup Request Form.

Upon receiving the school/department Warehouse Pickup Request Form,
Warehouse Personnel will arrange for a pick-up time frame to retrieve the surplus equipment.

The Inventory Specialist will review the surplus items, remove from the
school/department inventory, and add to the system-wide unserviceable
surplus equipment inventory.

Disposal Equipment Procedures:

Disposition of un-serviceable equipment will be accomplished by use of the Warehouse Pickup Request Form.

The Media Specialist or Department Head must list all disposable items on the Warehouse Pickup Request Form.

Upon receiving the school/department Warehouse Pickup Request Form, Warehouse Personnel will arrange for a pickup time frame to retrieve the disposable items.

The Inventory Specialist will review the disposable items and remove from the school/department inventory.

Inventory Forms

Title I Inventory Forms:

FY 15 Federal Inventory Cover Sheet

FY 15 Inventory Federal Form for Title I

FY 15 Inventory Federal Form for Title II

School Improvement Grant (SIG) Inventory Forms:

FY 15 Federal Inventory Cover Sheet

FY 15 Federal Inventory Federal Form for SIG

FY 15 Inventory Federal Form for Priority Focus Alert

Race To The Top (RT3) Inventory Forms:

FY 15 Federal Inventory Cover Sheet

FY 15 Federal Inventory Federal Form for RT3

FY 15 Inventory Federal Form for Priority Focus Alert

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