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4000 Acquisition, Receipt and Transfer of Assets

DFPS Asset Management Handbook February 2011

The DFPS Asset Management office tracks state property in accordance with state and federal guidelines. DFPS employees are accountable for the proper care and custody of all DFPS property, tracked or not tracked.

Central Repository of Records

DFPS maintains a central electronic repository of all forms completed in the acquisition, receipt and transfer of assets. After entry into the HHSAS inventory system, Regional Inventory Coordinators scan all completed forms and forward them to the asset records coordinators for filing in the central electronic repository.  The RICs maintain the hard copy in the regional file.

4100 Acquisitions

DFPS Asset Management Handbook February 2011

Upon receipt of an asset-related WPR, DFPS Procurement Support department forwards the WPR to DFPS asset records coordinator for asset confirmation, profile ID, and business unit assignment.

Weekly, asset records support reviews the approved purchase orders for asset-related purchases. Asset records support assigns asset ID numbers to trackable assets, and forwards appropriate physical tag to the Regional Inventory Coordinator for placement or distribution to the asset requestor.

Asset records support may not place a new item into service with an asset identification number previously assigned to another piece of property, even if the previous item has been deleted from the DFPS inventory system. A new asset identification number must be assigned to the new item.

4110 Identifying Capitalized or Controlled Assets (Asset Tags)

DFPS Asset Management Handbook February 2011

Capitalized or controlled property is tracked by a unique asset identification number in the SPA and DFPS HHSAS property accounting system that includes cost, location, and custodian. All capitalized or controlled assets must be assigned to an individual employee. Assets used by a single employee will be assigned to that employee.

It is the responsibility of the custodian or the custodian's supervisor to notify DFPS Asset Management unit of any change in location or custodianship of these assets within three working days of change.

The regional inventory coordinators or asset records support must process and update any changes to records within five working days of receiving appropriate documentation.

If changes to original records are necessary, all documentation and a description of changes to be made in the SPA (except for intraregional transfers and assignments) must be submitted to the asset records coordinator.

Documentation consists of:

  •  a copy of the purchase requisition and invoice (or other documents and information explaining reasons for the change); and

  •  if the mail code or responsible employee is changing, a current HHS-AM01, Individual Inventory and Equipment Transfer Record.

4120 Identifying Noncapital or Noncontrolled Assets (Property Tags)

DFPS Asset Management Handbook February 2011

Items not considered controlled assets and valued less than $500 per unit are not assigned asset identification numbers and are not entered into the SPA. Examples of these items could include cameras, tables, chairs, projectors, and other items with a useful life of over one year with a value of less than $500.

“Property of” tags are affixed to these items indicating that they are state property.

The property tags for all DFPS property display “Property of Department of Family and Protective Services” and are permanently affixed. “Permanently” means the marking can be removed only through considerable or intentional means. “Property of Department of Family and Protective Services” labels must be highly visible.  Additional “Property of” tags may be requested through the regional inventory mailbox.

4200 Receipt and Tagging of an Asset

DFPS Asset Management Handbook February 2011

To facilitate the inventory process, inventory labels should be consistently placed for all similar department assets.

All staff receiving assets tracked under this policy have responsibilities to properly receive and tag those assets.

Supplies, furnishings and equipment are delivered to a designated receiving center. This can be the mail room, warehouse, or the building switchboard. Some deliveries are made directly to the individual who made the procurement request, such as the division’s administrative assistant.

The person accepting the delivery assumes responsibility for the goods delivered, and notifies the intended recipient or addressee within one business day that the shipment has arrived. The recipient or addressee retrieves the shipment from the designated receiving center within two business days of notification.

4210 Recipient/Addressee

DFPS Asset Management Handbook February 2011

The recipient/addressee must inspect the delivery to ensure DFPS accepts and pays only for items actually ordered and received. The recipient then:

  •  affixes asset tag (previously received from DFPS Asset Management unit);

  •  completes the receiving/inspection report and submitsto DFPS Procurement Support. For full instructions for procurement and receiving, see the DFPS Administrative Procurement Support Handbook (pdf); and

  •  forwards the signed HHS-AM01 to the appropriate state or regional inventory coordinator for entry into the HHSAS inventory system. Incomplete or unsigned forms will be returned to sender for remediation.

Upon receipt of the receiving/inspection report, for each tracked asset item being received Procurement Support enters the serial number, manufacturer, and model number into the HHSAS “Receive with Purchase Order” panel.

If the asset is received at a central receiving area and is intended for subsequent redistribution, the authorized receiving area or warehouse manager (or designee) takes custody of the inventoried asset by completing HHS-AM01 Individual Inventory and Equipment Transfer Record, unless the item is to be distributed within one working day. The receiving area or warehouse manager (or designee) controls the asset until it is delivered to the end user.

When the asset or tracked leased equipment is delivered to the end user, the current custodian:

  •  completes HHS-AM01;

  •  obtains the end user’s signature; and

  •  forwards the signed HHS-AM01 to the appropriate regional inventory coordinator for entry into the HHSAS inventory system.

4220 Affixing Asset or “Property of” Tags

DFPS Asset Management Handbook February 2011

All asset tags must be permanently affixed to the item upon receipt and acceptance, but no later than 10 calendar days after receipt of tag or item (whichever arrives last) regardless of whether the item was received by a centralized receiving area or directly by a department, unless prevented by unusual circumstances.

All asset barcode number tags labels must be highly visible and the inventory number easily accessible for scanning.

The property tags for all DFPS property display “Property of Department of Family and Protective Services” and are permanently affixed. “Permanently” means the marking can be removed only through considerable or intentional means. “Property of Department of Family and Protective Services” labels must be highly visible. Additional “Property of” tags may be requested through the Inventory mailbox.

To facilitate the inventory process, inventory labels should be consistently placed for all similar department assets.

It is the responsibility of the custodian of record to ensure that every DFPS asset is appropriately tagged.

4230 Returns

DFPS Asset Management Handbook February 2011

Staff in custody of an asset that has been ordered, received, and inventoried, and subsequently must be returned, follow return instructions in the DFPS Administrative Procurement Support Handbook (pdf). In addition:

  •  if an assigned asset tag has been affixed, staff remove the tag before the asset is returned; and

  •  if an assigned asset tag has not been affixed, the unused asset tag must be returned to DFPS Asset Management unit via interoffice mail, MC Y-960.

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