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5000 Annual Physical Inventory

DFPS Asset Management Handbook February 2011

The asset records coordinator must maintain inventory records for each DFPS location. Inventory records will include all capitalized, controlled, locally controlled, and tracked leased property.

5100 Requirement for Annual Physical Inventory

DFPS Asset Management Handbook February 2011

Texas Government Code §403.273(f) states, “On the date prescribed by the Comptroller, a state agency shall make a complete physical inventory of all property in its possession. The inventory must be completed once a year.”

The annual physical inventory is conducted using the barcode scanner process, in conjunction with the HHSAS Financials System.

Inventory is conducted by teams of two or more employees, one of whom is not responsible for maintaining the property records for that mail code.

Except for emergencies, transfers or moves of property are prohibited during the inventory (scanning) period. The DFPS property manager (or designee) approves all emergency moves.

All employees must cooperate with, and assist inventory or audit staff in, conducting the annual physical or periodic random inventories, including:

  •  assisting with locating property;

  •  signing required forms; and

  •  helping to reconcile any discrepancies in DFPS records.

DFPS Property Manager

The DFPS property manager:

  •  serves as liaison to HHS RAS for the annual physical inventory and oversees remediation for field offices; and

  •  oversees the inventory of state offices, with the assistance of the state office property coordinators.

DFPS Asset Records Support

DFPS asset records support reports the physical inventory results to the Texas Comptroller of Public Accounts office each fiscal year.

5200 Reconciliation Reports

DFPS Asset Management Handbook February 2011

After the completion of the physical inventory, DFPS asset records support produces the following reports that can be used to conduct the reconciliation process.

5210 Overage Report

DFPS Asset Management Handbook February 2011

The Overage Report lists those property items that were physically scanned at the business unit location, but which are not shown in the HHSAS Inventory Records System.

5220 Shortage Report

DFPS Asset Management Handbook February 2011

The Shortage Report identifies assets that are shown in HHSAS Inventory Records System but which were not found during the annual inventory.

The regional inventory coordinators must attempt to locate missing items. The regional inventory coordinator contacts the custodian of record for information and assistance. The search may also require the assistance of DFPS IT.

If the item was transferred out of the mail code, the regional inventory coordinator attaches the original transfer form to the Shortage Report.

If the asset was never assigned to the mail code, the regional inventory coordinator attaches supporting documentation (such as past inventory sheets) to the Shortage Report.

If the item is not found after an extensive search, the regional inventory coordinatornotifies the custodian of record’s regional or divisional director and copies the DFPS Asset Management unit, who assists the custodian of record in initiating DFPS Missing, Stolen or Damaged Property procedures (see 6000 Stolen, Missing, or Damaged Property).

5230 Changes Report

DFPS Asset Management Handbook February 2011

The Changes Report lists all assets that were scanned from a different location or custodian than is recorded in the HHSAS Inventory Records system.  A new, accurate HHS-AM01 is completed for each asset listed on this report.

5300 Submitting Inventory Reports

DFPS Asset Management Handbook February 2011

All regional inventory coordinators must remedy all items associated with inventory reports for their designated regions and submit completed documentation within 14 business days of receipt of the initial inventory report from asset records coordinator.

If the time frames are not going to be met, DFPS asset records support or regional inventory coordinator must e-mail the director of the DFPS Asset Management unit, detailing notification of the delay, and an estimated completion date.

5400 Random and Special Inventories

DFPS Asset Management Handbook February 2011

Special inventories may be conducted to validate the physical possession and location of selected property items when special circumstances exist.

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