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2000 Responsibilities

2100 Assignment of Responsibilities for Asset Management

DFPS Asset Management Handbook February 2011

DFPS is responsible for the accurate and timely reporting of all assets in its possession. The agency is also responsible for ensuring the accuracy of all statements of financial condition relating to property.

2200 DFPS Commissioner

DFPS Asset Management Handbook February 2011

As head of DFPS, the commissioner is the chief custodian of DFPS property, and is responsible for:

  •  ensuring the care and custody of all property in DFPS’s possession;

  •  ensuring the accuracy of all statements of financial condition relating to DFPS property; and

  •  evaluating the adequacy of inventory controls placed on DFPS property.

2210 Designation of Authority

DFPS Asset Management Handbook February 2011

The DFPS commissioner is also responsible for:

  •  designating a property manager; and

  •  submitting the designation to the state comptroller on a Notice of Agency Head and Designation of Property Manager.

The act of designating a property manager does not relieve the commissioner of responsibility for DFPS property.

2300 Division Directors and Regional Directors

DFPS Asset Management Handbook February 2011

Division and regional directors include the following positions:

  •  Direct reports to the commissioner

  •  Assistant and deputy commissioners

  •  Division directors

  •  Regional and district directors

Responsibilities for division directors and regional directors include:

  •  ensuring overall control and accountability for all property assigned to DFPS employees within their areas of responsibility;

  •  facilitating the successful completion of the physical inventory of property within the prescribed period;

  •  complying with the DFPS asset management policies and procedures, and ensuring that all employees acknowledge responsibility for assigned property and adhere to established accountability policies and procedures; and

  •  the timely completion of notifications and requirements in instances of lost, stolen or damaged property, assisted by DFPS Asset Management unit designees.

2400 Supervisors

DFPS Asset Management Handbook February 2011

Supervisors are responsible for inventoried property within their assigned areas, including:

  •  overseeing daily use of property and verifying that it is properly used and secured;

  •  when property is moved between locations or between employees (including employee separations – see 4320 Employee Transfer or Separation) within the supervisor’s areas of responsibility, ensuring required transfer documentation is completed, signed, and forwarded to the appropriate regional inventory coordinator;

  •  when property is transferred to another agency, ensuring that required transfer documentation is completed, signed, approved by the regional director or division director (or designee), and forwarded to the regional inventory coordinator; and

  •  immediate and timely support of the required process when notified by an employee of a lost, stolen, or damaged asset.

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