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Property Control

Learn the procedures for managing controlled assets, from purchase orders to inventory audits, covering acquisitions, donations, and maintenance. Keep your property organized and accounted for with these essential guidelines.

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Property Control

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  1. Property Control Cindy Lambeth, Accountant Jon Thrush, Central Receiving Manager

  2. Property Controlled Assets>=$1000 • Generated From: Purchase Orders, Internal Funds, & Donations/Gifts • Object Codes: 621 Audio Visual Materials (non consumable) 641 Furniture, Fixtures, & Equipment 643 Computer Equipment 691 Software 652 Vehicles

  3. Purchase Orders • Notate correct budget line to be used to pay invoices for partial payments. • Asterisks and a note has been added to the pay authorization. • Contact Property Control Department when the item to be tagged has arrived at your center.

  4. Internal Funds • Purchase, Gift or Donation • Internal Funds Purchase: “Acquire Property” Form Copy of Vendor Invoice Copy of Request for Purchase of Goods and Services (RP)_ Copy of Check Requisition • Donation or Gift: “Acquire Property” Form Donor Information Cost or Fair Market Value

  5. Internal Funds • Improvements Other Than Buildings (IOTB)- Playgrounds Flagpoles Sidewalks Landscaping Parking Lots Driveways Paved Track Signs Irrigation Systems Fencing • Buildings – Storage Buildings/Sheds Greenhouses Pavilions Phone Systems Stage Curtains • Fixed Assets – Vehicles Golf Carts Gators Lawn Mowers Software Bleachers Computer Equipment

  6. Manual & Forms • Website: www.santarosa.k12.fl.us/property • Policies & Procedures – Manual Online • Forms- Transfer, Surplus, Acquire, Temporary Loan, Out for Repair • Staff information • Inventory Audit Information & Schedule

  7. Annual Inventory Audits

  8. Tips for Perfect Inventory • Review Manual and Procedures • Update Database • Maintain Inventory Binder with updates • Keep copies of transfer forms • Proper paperwork – On Loan, Out for Repair, etc. • Complete Inventory Audit Paperwork – On Time and Accurately • Notify Property Control Dept. of missing items • Make every effort to locate missing items.

  9. Annual Inventory Audits

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