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Inventory Control Procedures


Digital Property Transfer Form (See InfoPath)

PROPERTY MANAGEMENT AND STOCK CONTROL PROCESSES

University residential property is paid for for usage when you look at the conduct of authoritative University company. University home should-be taken out of university only for performing University tasks along with the endorsement of the department head. Home taken out of the campus must be protected against reduction or damage in transportation and returned to the university once reasonable. University home isn't to be used in the conduct of a personal company and for profit tasks.

To meet the requirements of home handling of inventoried items, the institution has built the home administration area of the accounting solutions workplace. Control files are maintained home bought by the University with a value of $5000.00 or more. Information regarding the purchase, transfer and personality of gear is maintained by the property administration portion of the Accounting Services workplace. This workplace can assist in managing all University property whether on inventory or otherwise not. If concerns arise regarding property procedures, contact Property control at 620-341-5137.

University officials do not have authority to dump state residential property without prior approval of Property control plus the ESU Controller. This includes disassembling an item and utilizing it for parts.

Approval of Invoices

Whenever a division head approves invoices for repayment of brand new gear, the manufacturer, design, and serial figures should always be included with the invoice, or even given by the vendor. If the home is usually to be inventoried in a different org than accustomed pay for the item, indicate the org number to be used for inventory reasons. If the item is an upgrade to a previously purchased product, it must be mentioned as well as the decal quantity is included.

If items which would usually be inventoried are now being purchased by one University department for resale with other University divisions, it should be therefore noted regarding the initial buy as soon as approving the invoice.

Building Recognition

Department heads will suggest the building where residential property is found. The two digit ESU building signal and area number must certanly be entered on charge.

Transfer or Disposal of Property
(with a value of $5000 or maybe more and noted on Inventory)

All University residential property with a worth of $5000.00 or more and noted on stock needs to be discarded in accordance with guidelines founded by the State Surplus Property plan. When disposing of stock, a house Disposition Form is prepared by the department desperate to dispose of condition home. The Property Disposition Form is delivered to Property Management for analysis. The shape is then sent to the Physical Plant for appropriate action you need to take bodily Plant will follow the safe Disposal and Reuse Policy established by Faculty Senate and authorized by the President with this institution in October of 2009. University Personnel DO NOT have authority to dump state property without prior approval by Property Management together with ESU Controller. This can include disassembling something and utilizing it for parts.

To move home in one department’s stock towards the inventory of some other department, the home Transfer Form should always be prepared and posted into getting department for a trademark. After that that department should ahead the proper execution to Property Managment. After Property control records the transfer, a duplicate of the kind is forwarded towards the bodily Plant if it is needed for bodily Plant staff to go the items. Bodily Plant staff will go the home upon receipt of a duplicate associated with the form signed by Property Management.

Transfers of Give Purchased Products

Transfers of home that has been bought by externally-sponsored studies or any other external financing resources, in which subject into property vests with all the State of Kansas, are approved as long as associated with a formal suggestion from the current organization, including certification that: a.) The task detective is going to some other scholastic organization and main investigator’s economic assistance can be moved because of the giving agency without disruption; b.) The giving agency approves the transfer on brand-new establishment of residential property purchased wholly by grant funds; c.) Such residential property had been specialized in nature, obtained especially for the detective for that specific system, and it is necessary to continuance of this system without undue interruption within the work; d.) The originating establishment doesn't need the home with its current related study system; and e) the whole cost of physical transfer regarding the home will undoubtedly be borne because of the giving company and/or receiver institution.

Lost, Stolen, or Destroyed Items

Whenever residential property is discovered lacking, the University Police should-be informed straight away and an authorities report filed in the missing product. Property control is informed by phone at the earliest opportunity. Following the call, the division should follow through by publishing a copy of this police report with a Property Disposition Form to Property Management.



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