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1. If due to such factors as age cost effectiveness of repair unobtainable repair parts etc the instrument cannot be repaired the Band Instrument Repair Shop will document disposal in Schooldud com and forward to the Office of Asset Management The Office of Asset Management will subsequently remove the instrument from the school department inventory and dispose of the equipment Procedure for Transfer of Equipment 1 4 5 Page 4 To transfer equipment within the District unlock the scanner and select Transfer Out from the handheld main menu Select Transfer to Location and type person name in the Attention To field Scan or enter SCS ID Asset Tag number If you are transferring equipment to various locations select New Location and type person name in the Attention To field After scanning and or entering the data requested place scanner in cradle for data upload Be sure to place the equipment to be picked up on the main floor of the main building No equipment should be placed outside of the building Mechanical rooms should not be used as storage space for furniture and or obsolete equipment All transfer request s involving equipment purchased with federal funds i e NCLB Careers amp Technology Vocational and Exceptional Children must be approved by the Executive Director and or their designee prior to transfer of equipment All transfer requests for all musical instrume2. Asset Disposition Form Break In Theft Report etc necessary to support the discrepancies in the equipment listing should also be included The school principal department head should retain an itemized copy of all missing equipment along with a copy of the Equipment Cover Sheet for their property files Please refer to pages 64 72 of the AMSI User s Manual to conduct the physical inventory for equipment Periodic inventory verifications may be arranged by the OAM with the departmental head To the extent possible these verifications shall be arranged at mutually agreeable times They shall be conducted by a representative of the OAM with the assistance of the principal department head and or other staff members will be required If the verifications indicate that the inventory was inadequate then this matter will be reviewed with the OAM Unresolved discrepancies will be reported to the Division of Internal Auditing If at any time District owned equipment is removed from the premises for purposes relating to the performance of one s duties it shall be required that permission in writing from the appropriate Department head is secured prior to said removal This permission shall include but not be limited to the description of the equipment condition manufacturer s serial number if applicable and the SCS ID Tag Number It shall be retained by the departmental head subject to verification by the OAM Revised 7 1 2013 Inventory Manage
3. Board of Education through resignation retirement or non reelection all furniture and equipment must be identified e Commissioners separating from the Board of Education may elect to return all furniture and equipment to the secretary in the Board of Commissioners office so that the appropriate entries are made to the inventory database or to purchase all or part of the furniture and equipment at the prices set by the Office of Asset Management e The request to purchase furniture and equipment should be made in writing to the Office of Asset Management so that prices can be set according to standard procedures and appropriate paperwork can be completed Page 11 Revised 7 1 2013 Fixed Assets to be Tagged All items 5 000 amp up and sensitive items listed below Camera Bodies 35mm amp Digital Camera Lens 200mm or larger Computers and Monitors Tagged as two 2 items Computer Peripherals External o Examples External Storage Devices Printers Scanners Modem Routers Hubs Switches Smartboards etc e Fax Machines Radio Scanners Spectrum Analyzer Television Two Way Radios Vector Scopes Video Camera Video amp DVD Recorders Players Waveform Monitors Weapons All SCS Exceptional Children Specific Items to be tagged Changing Tables Fire Escape Slides Communication Boards Hoyer Lift Portable Therapy Mat Platform Assistive Technology Devices Other Items of Concern Laminators Band Instruments Pia
4. Equipment Procedure for Adding New or Unmarked Items to Inventory 1 6 When new equipment costing 5 000 00 or more and sensitive items including Exceptional Children specific items and other items of concern valued at 100 00 or more is purchased and received in a school department affix on each piece of equipment and one SCS ID Asset Tag number in a clearly identifiable position When adding new asset the following information must be entered into AMSI from the desktop at http amsi mcsk12 net or the handheld scanner purchase method purchase order number accounting code program project vendor non vendor supplied class code model number manufacturer serial number and cost of the equipment If the equipment is vendor supplied enter new SCS ID Asset Tag number and serial number If it is non vendor supplied you are only required to enter serial number If the quantity of new assets is one 1 then click Save If the quantity of new assets is more than one 1 please click Save and New until all data has been entered After the new request has been approved by Asset Management the barcode s will be mailed to your site Affix the new SCS ID Asset Tag number to the new equipment Procedures for Defective Equipment Returned to Vendor Page 3 If the vendor REPLACES the item because of defect unlock the scanner and select Disposal then select Traded as the reason
5. location condition and or disposition of furniture Retain a copy of the Furniture Disposition Form and or Furniture Ticket for your records Be sure to place the furniture to be picked up on the main floor of the main building No furniture should be placed outside of the building Mechanical rooms should not be used as storage space for furniture and or obsolete equipment All transfer request s involving furniture must be approved by the Office of Asset Management prior to relocation If there are any questions or concerns please contact the Office of Asset Management at 416 2830 Please contact the Fixed Asset Supervisor 416 2830 or Warehouse Coordinator at 416 9421 regarding all emergency pickups Procedures for Requesting Surplus Furniture 1 Page 6 When furniture has been designated as surplus and is in reusable condition requests can be made to the Office of Asset Management for redistribution All surplus furniture requests should be submitted in writing by the budget center manager and or their designee Send a detailed list of requested items via email to the Office of Asset Management If you would like to view the surplus furniture in person please call 416 2830 in advance to schedule an appointment Revised 7 1 2013 Inventory Management Procedures Section III General Procedures Physical Inventory Physical Inventory Federal guidelines and state regulations dictate that a complete physical
6. 20 EEDERAL MANDATES iis leali 10 3 0 DISPOSITION OF EQUIPMENT ie Ese ee Se ie oe eg ee ee Dee es ee se 11 SECTION VI BOARD OF COMMISSIONERS ccccceccecccccocccoccoccosccocooccososocosecoscssvsoucsues 12 20 FIXED ASSETS TO BE TAGGED ees ee se ee ee ee ese ee se ee se ee ee de ee se ee ee ee se ee ee ee ee 13 3 05 FORM Steal erariali 14 IT Ass Disposition Mille ela 14 3 2 Band Instrument Repair Formica 15 3 3 School Break in Theft and Damage Report iii 16 34 EUDORA 17 Page 1 Revised 7 1 2013 Inventory Management Procedures General Procedures Overview Overview In the past all equipment ordered by schools and departments was delivered to Inventory Control Office of Asset Management so that each piece could be tagged and recorded on the appropriate inventory list Recent changes in the purchasing and warehousing program however have necessitated modification of this procedure With the exception of computer equipment which 1s tagged delivered and installed by an outside vendor tagging and recording of each new piece of equipment will hereafter be the responsibility of principals and or department heads It is the desire of the Department of Facilities Management to streamline the overall procedure to make possible easy and accurate reporting of all equipment The objective of this change is to produce greater efficiency in management and accountability of Shelby County Schools assets by making t
7. DEPARTMENT OF FACILITIES amp MAINTENANCE OFFICE OF ASSET MANAGEMENT AMSI USERS ONLY INVENTORY MANAGEMENT PROCEDURES GENERAL PROCEDURES NCLB e EXCEPTIONAL CHILDREN e CAREERS amp TECHNOLOGY BOARD OF COMMISSIONERS e NON PUBLIC SCHOOLS Table of Contents 10 OVERVIEW rallentare eat 2 1 1 Description of Equipment glicine 2 1 2 RespORSIDINES salariali 2 SECTION I EOUIPMENT 3 tees est eke Gees n ee eb be Ge RGN ee GE N Gee ese Oe Reg Ee 3 10 ADDING NEW EQUIPMENT Se Se es GE Re De ee Ge E E NA AET 3 2 0 DEEE HVEEOUIPMENT alal Ge GN E02 E 3 30 DISPOSALSAND TRANSFERS issie den gese ie Gee ee es be gee Ge ara 4 40 BANDINSTRUMENTREPAIR ili 4 3 9 STOLENEQUIPMENT srl LL ee 5 SECTION OH FURNITURE as ikone is ees ee se sk ee deer ie de ses A ia rai cani 6 0 ADDINGNEWFURNITURB iici se es Ges Gee ee aseron tonsa Ge es ev Se ede 6 20 DISPOSALS AND TRANSP RS selleria 6 3 0 REQUESTING SURPLUS FURNITURE ES sateen ee ee eg 7 SECTION IHI PHYSICAL INVENTORY asses ssee osse s eie sesse oge dekade eds Ge ede ee eko ese ew deep de 8 SECTION IV FEDERAL PROGRAMS eecccecceccocccococccoccoocooccooosecooccososocosccososecosccososscoseceuosus 9 1 0 PUREHASING iss ee sit ae ee sg ed EG bastiero eg ed ee Rg ig 9 2 0 LABELING glieli elia illa 9 3 05 MONITORING salle 9 SECTION V NON PUBLIC SCHOOLS ececceccccccecccccocccocooccooosocooccososcosccosesevosecescosesouceuss 10 1 0 REQUIREMENTS aitoi lillo eo aaa 10
8. education agency from acquisition to retirement Equipment Requirements Concerning Non Public Schools The Shelby County Schools and or Local Education Agency LEA maintain titles to and administrative control of all property equipment and supplies Equipment must have barcodes secure labels with LEA name Title purchased under and year of purchase An accurate equipment inventory must be maintained The LEA shall ensure that the equipment and supplies are placed in non public schools The equipment is used only for proper Elementary and Secondary Education Act ESEA program purposes and The LEA must remove equipment and supplies from non public school if o The equipment and supplies are no longer needed for ESEA program purposes or o Removal is necessary to avoid unauthorized use of the equipment or supplies for other than ESEA program purposes Federal Mandates that Address Equipment Requirements Page 9 Section 80 32 b of EDGAR A State LEA will use manage and dispose of equipment acquired under a grant by the State in accordance with State laws and procedures Section 443 a of the General Education Provisions Act GEPA requires each recipient of Federal funds such as an LEA to keep records which fully disclose the amount and disposition of the funds the total costs of the activity for which the funds are used and such other records as will facilitate an effective financial or programmatic audit USDOE Title I M
9. for disposal from the handheld menu Enter old asset tag number and comments select whether the equipment has a new manufacturer new model number new serial number etc If the equipment is vendor supplied enter new SCS ID Asset Tag number and serial number If it is non vendor supplied you are only required to enter new serial number After the new request has been approved by Asset Management the barcode s will be mailed to your site Affix the new SCS ID Asset Tag number to the new equipment The designee will maintain a record of the description including model number serial number vendor s signature and the SCS ID Asset Tag number of the item being returned to vendor on an Asset Disposition Form Revised 7 1 2013 Inventory Management Procedures Section I General Procedures Equipment Procedure for Disposal of Equipment 1 When equipment is identified for disposal or transfer unlock the scanner and select Disposal and then select Obsolete or Damaged Vandalized as the reason for disposal from the handheld main menu Scan or enter SCS ID Tag number and any comments After scanning and or entering the data requested place scanner in cradle for data upload Be sure to place the equipment to be picked up on the main floor of the main building No equipment should be placed outside of the building Mechanical rooms should not be used as storage space for furniture and or obsolete equipment
10. he inventory process more accessible and flexible at the school site and department levels Definition Equipment Equipment is defined as all items used in an operation or activity and includes machinery implements tools furniture vehicles band instruments and other apparatus with a minimum useful life expectancy of five 5 years Sensitive minor equipment includes computers external peripherals weapons etc as indicated in Appendix B of the Post Manual See page 13 Responsibilities Management personnel i e school principals and department heads are accountable for assets equipment within their immediate area of responsibility This accountability is inherent to the position Accountability includes inventory movement and maintenance of all equipment in their immediate area of responsibility They shall maintain up to date records and submit required forms as necessary to fully inform the Office of Asset Management with respect to the adds transfers loss and damage and or misuse of district property in order that the Office of Asset Management may properly carry out its responsibilities Responsibility lies with every individual utilizing district assets equipment for the performance of his or her duties and must adhere to the following procedures regarding the reporting control and disposition of all district equipment Page 2 Revised 7 1 2013 Inventory Management Procedures Section I General Procedures
11. inventory of all equipment and sensitive items under each school department s accountability be taken annually and each school department will be required to perform a physical inventory The responsibility for performing this task shall rest with each individual school department for which an inventory has previously been established These inventories shall then be subject to subsequent verification by the Office of Asset Management 1 Page 7 The Office of Asset Management OAM shall be responsible for establishing and announcing each physical inventory period At the beginning of each period the OAM shall notify AMSI designees and school principals when to begin conducting their physical inventory via AMSI one 1 copy of the Equipment Cover Sheet along with specific instructions relative to taking the inventory The sites shall then have no more than sixty 60 days in which to perform the inventory After the site has submitted their completed physical inventory the OAM will run a report of all missing equipment from the respective site The inventory should result in identifying whether the items listed are still on hand If not proper reporting of stolen destroyed and or obsolete should be made Upon completion the school principal department head should then return the original copy of the Equipment Cover Sheet that has been signed and dated along with a justification regarding missing equipment to the OAM In addition any forms
12. ment Procedures Section IV Federal Programs NCLB Exceptional Children Careers amp Technology Overview Federal programs such as NCLB Exceptional Children SPEC and Careers amp Technology Vocational have special requirements in terms of asset management particularly with regard to disposal of equipment The procedures listed below have been jointly developed by staff from NCLB Exceptional Children Careers amp Technology and the Office of Asset Management to guide us in appropriately managing equipment purchased with federal dollars See page 10 Purchasing e A requisition to purchase new or replacement equipment must be submitted to the Office of Federal Programs and Grants Careers amp Technology and or Exceptional Children e Justification lines of the requisition must indicate o The program or initiative for which the equipment is being purchased o Staff position who will use the equipment o Method of disposition of replaced equipment if applicable Labeling e When the approved equipment is received the equipment must be labeled immediately at the receiving site The equipment label must identify o Funding source o Date of purchase o Project year Monitoring e The program or site monitor must inspect the equipment ensure appropriate labeling and verify the replacement equipment if applicable has been disposed of or transferred to another approved program e The program or site monitor or any duly a
13. nd select Reactivate from the handheld main menu Enter SCS ID Asset Tag number serial number and comments 3 After entering the data requested place scanner in cradle for data upload 4 Please indicate Comment field if you need a barcode for the reactivated equipment IMPORTANT NOTE All designee s must continue use the Asset Disposition Form for the reporting of all non tracking and inactive equipment for all disposals and transfers All questions and requests regarding equipment inventory should be submitted to amsirequest scsk12 org If your handheld scanner is not functioning properly please contact the helpdesk at 416 2700 Page 5 Revised 7 1 2013 Inventory Management Procedures Section II General Procedures Furniture Procedures for Disposal Transfer of Furniture 1 When furniture is identified for disposal and or transfer complete the Furniture Disposition Form and or Furniture Ticket indicating the quantity on the appropriate furniture class number on the form the name of school division and location code of the site shipper and receiver budget center manager and or their designee signature Forward the completed copy of the Furniture Disposition Form and or Furniture Ticket to the Office of Asset Management Loc 223 Upon receipt of the Furniture Disposition Form and or Furniture Ticket your site will be scheduled for pick up and the furniture database will be updated to include change of
14. nos Strings Instruments Leased Equipment Copiers LCD Projectors Portable Amplifier Metal Detector IMPORTANT NOTE A detailed list of the equipment class codes may be downloaded via Facilities webpage Click on the Forms and Manuals link Page 12 Revised 7 1 2013 From Charjean Elementary Loc 2095 School Division Shelby County Schools Asset Disposition Form To School Division Loc Instructions This form is to be used when either transferring an asset to another location disposing of an asset and or reporting stolen asset Authorization must be obtained from either the school principal and or department head prior to an asset being transferred disposed and or removed from school s and or division s inventory Please list furniture and equipment on separate forms Indicate Type Office Use Only Add X Transfer DI Disposal LI Stolen L Traded O Date Received Processed Qty Asset Description SCS ID No Serial Number Manufacturer P O Number Program Date Original Model No Accounting Code Project Purchased Price 1 Printer 312709 SCNRXS37079 Q5400A HewlettPackard aoao TitlelA 02 06 2012 70236 School Division Authorization Receipt Authorization Shipper s Name Date Delivered by Date Received by Date Receiver s Name please print FORM NO Page 13 Revised 7 1 2013 SHELBY COUNTY SCHOOLS Office of Risk Management School B
15. nts must be approved by the Music and Dance Supervisor 416 3431 prior to the transfer of equipment Revised 7 1 2013 Inventory Management Procedures Section I General Procedures Equipment New Procedures for Stolen Missing Equipment 1 When equipment is stolen immediately notify Office of School Safety Security amp Emergency Management at 416 5773 and the Memphis Police Department to file reports There is no reimbursement of equipment without a timely report 2 Within one 1 day of the acknowledgement of the theft via the handheld scanner or the desktop at http amsi mcsk12 net Unlock scanner and select Stolen from the handheld main menu and enter the police number and the SCS ID Asset Tag number or enter information See AMSI manual pages 47 50 for desktop instructions 3 A School Break in Theft amp Damage Report including the Police Report Number must be completed and submitted to the Office of Risk Management Loc 539 within one 1 day of the acknowledgement of the theft 4 Forwarda copy of the School Break in Theft amp Damage Report including the Police Report Number to the Office of Asset Management Loc 223 5 Retain a copy of the School Break in Theft amp Damage Report for your records Procedure for Reactivation of Equipment 1 In order to put inactive equipment back into inventory that was previously reported Stolen Missing and or Scrapped it must be reactivated 2 Unlock the scanner a
16. onitoring Indicator 3 9 Equipment and Real Property The purpose of this critical element is to review the SEA s and LEA s controls over the procurement recording custody use and disposition of Title I equipment in accordance with the provisions of State policies and procedures the No Child Left Behind Act NCLB the Improper Payments Information Act standards of internal control and any other relevant standards circulars or legislative mandates Revised 7 1 2013 Inventory Management Procedures Section V Federal Programs Non Public Schools Private amp Charter Disposition of Equipment Page 10 Equipment may be disposed of with no obligation to the federal government if ALL of the following criteria are met o Equipment is no longer needed in the current program o Equipment is not needed in other programs currently or previously funded by a federal agency o Equipment item has a current per unit fair market value of less than 5 000 If the LEA disposed of equipment with fair market value of less than 5 000 the proceeds must be used to support the program for which the equipment was purchased If the equipment s fair market value is more that 5 000 the LEA must submit a cover letter with supporting documentation as per the forms provided by the Office of Federal Programs to its NCLB field service consultant for review and submission to the Office of Federal Programs Upon approval from the Executive Directo
17. ppointed representative of the district must conduct an annual inventory audit to verify location use and labeling of NCLB SPEC and Vocational equipment A disposition of equipment will be submitted annually to the State Department of Education for all unusable or unneeded equipment e Any inventory irregularities suspicion of theft or non compliance will be reported to the Office of Federal Programs amp Grants Exceptional Children and or Careers amp Technology A full and thorough audit of inventory will be conducted to bring site into compliance e All inventory records of NCLB SPEC and or Vocational equipment are tracked in SCS Equipment Inventory System EQP which is capable of generating reports that provide all information required under EDGAR Section 80 32 including a description of equipment serial number model number purchase order number funding source program project condition of the equipment acquisition date original cost disposition date and selling price Page 8 Revised 7 1 2013 Inventory Management Procedures Section V Federal Programs Non Public Schools Private amp Charter In order to meet all federal and state guidelines regarding the tracking of equipment purchase with federal funds procedures have been developed for fixed assets purchased for non public schools Section IV provides procedures for the Non Public Schools regarding the use of fixed assets owned by the Shelby County Schools the local
18. r of the Office of Federal Programs the LEA may proceed with the disposition process If items are to be sold after approval of the disposition the proceeds must be used to support the program for which the equipment was purchased Documentation of such sale and use for the program must be maintained If authorized or required to sell property the LEA must use proper sales procedures to ensure the highest possible return Revised 7 1 2013 Inventory Management Procedures Section VI Board of Commissioners Due to the distribution and use of assets owned by Shelby County Schools by parties other than employees procedures for these subgroups were developed Section III provides procedures for the Commissioners of the SCS Board of Education for use of assets owned by Shelby County Schools PROCEDURES e All furniture and equipment issued or purchased for use by the Commissioners of the SCS Board of Education must be listed on the inventory database as such e The secretary for the SCS Board of Education will manage the annual physical inventory of furniture and equipment assigned to the Commissioners e The secretary will utilize the Asset Disposition Form for maintaining an accurate accounting of all furniture and equipment assigned to the Commissioners e Formswillbesentto the Office of Asset Management at 1384 Farmville Road Loc 223 for changes to be made in the inventory database e When a Commissioner separates from the
19. reak In Theft and Damage Report Date of Theft Damage _ 07 01 13 School Name Overton High Loc Code 2565 Police Report 0123456789 Check one The items listed below are to be replaced X yes no or are being reported for accounting purposed no replacement Time and Date Security Notified 7 2 13 8 00a m The Memphis Police Department MUST BE NOTIFIED in ALL cases of burglary or loss of equipment as a result of larceny Telephone the Office of Security Services 416 5773 immediately upon discovery of a break in This report is to be completed and submitted to the Office of Risk Management Fairview Administration Loc 279 no later than the first school day following the discovery of the loss TYPE EQUIPMENT LOSS Other Information INCIDENT Detailed Description Current Vendor name if not found Size Brand Desktop etc Serial amp Model Replacement Value on Procurement Webpage Contact Person Room Loc Burglary IBM Thinkpad Laptop S ZYX 1234 amp M R60 1200 00 Unistar Sparco Jan Doe Main Office SAMPL 1 Under Type Incident indicate Burglary break in Larceny theft during schools hours Arson Vandalism and Damage due to water fire or other causes State cause 2 Any loss that is not in the preceding four categories should be listed as other Costs with an appropriate explanation Repainting or cleaning costs as a result of vandalism should be listed under other cos
20. ts Comments Duplicate form as needed Revised 11 06 Principal s Signature Send copy of completed form to Security Services Room 145 Page 14 Revised 7 1 2013 SHELBY COUNTY SCHOOLS FURNITURE DISPOSITION FORM INSTRUCTIONS THIS FORM IS TO BE USED TO ADD TRANSFER FURNITURE FROM ONE LOCATION TO ANOTHER OR DISPOSAL PLEASE INDICATE UNIT COST FOR NEW FURNITURE ONLY AUTHORIZATION MUST BE OBTAINED FROM THE SCHOOL PRINCIPAL DEPARTMENT AND OR DIVISION HEAD PRIOR TO BEING TRANSFERRED DISPOSED OR REMOVED FROM THE SCHOOL S DIVISION INVENTORY LOCATION NAME Sheffield High LOC 2660 PRINCIPAL S SIGNATURE ADD II DISPOSAL x QUANTITY 5 8001 8002 8003 8004 8005 8006 8007 Page 15 CLASS NO TRANSFER TO LOC NAME CODE CLASS DESCRIPTION UNIT COST DESK TEACHERS METAL DESK TEACHERS WOOD DESK STUDENTS W ARM METAL DESK STUDENTS W ARM WOOD DESK PRINCIPAL ADMIN METAL DESK PRINCIPAL ADMIN WOOD DESK SECRETARIAL METAL DESK LIBRARY CIRCULATION DESK PORTABLE CHAIR MUSIC W ARM CHAIR STACK PLASTIC CHAIR SECRETARIAL CHAIR PRINCIPAL ADMIN METAL CHAIR PRINCIPAL ADMIN WOOD CHAIR ARM CHROME CHAIR OVERSTUFFED CHAIR SWIVEL OR OTHER CHAIR FOLDING CHAIR METAL Revised 7 1 2013
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