HomeMy WebLinkAbout851618.tiff POLICIES AND PROCEDURES
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Arm Section Equipment Management
Subject Table of Contents
COLORADO Date 12/18/85 page Table of Contents
TABLE OF CONTENTS
Page
INTRODUCTION 1
STATEMENT OF INTENT 2
CRITERIA DEFINITIONS 3
DEPARTMENTAL POOL 4
INDIVIDUAL ASSIGNMENT 5
INTERMITTENT RESIDENCE GARAGING 6
RESIDENCE GARAGING 7
TAX ON PERSONAL COMMUTING USE OF COUNTY VEHICLES 9
USE OF COUNTY-OWNED MOTOR VEHICLES 10
OTHER POLICIES RELATING TO COUNTY VEHICLES 14
FIXED ASSETS 18
SALVAGE AND EQUIPMENT TRANSFER FORM (SAMPLE) 23'
FIXED ASSET REPORT (SAMPLE) 24
$ 5/(0!8'
POLICIES AND PROCEDURES
Iq `J
Section Equipment Management
Introduction
` ISubject l
COLORADO Date 2/19/84 Page 1
INTRODUCTION
In accordance with the Board's policy, adopted December 17, 1979,
concerning use of County vehicles, the assignments and garaging have been
determined. Other than the attached list for residence garaging, all
vehicles should be garaged at a County facility designated by the Equipment
Service Manager., effective February 4, 1980.
With the reassignment of vehicles there is now a small pool of vehicles at
the County shop for County—wide use by all departments. Primary use should
be for extraordinary use by such departments as the Assessor and Treasurer.
The daily assignment will be on a first come, first served basis and
reservations for required use should be made by contacting the Equipment
{or Service Manager at the County shop.
Effective September 17, 1984, the Equipment Service Manager shall be the
Project Manager under the ARA Contract.
POLICIES AND PROCEDURES
4tt �
1( -411
car I �, Section Equipment Management
Subject Statement of Intent
COLORADO Date 6/1/82 Page 2
•
STATEMENT OF INTENT
To provide a vehicle assignment policy which may be applied uniformly and
consistently that will result in assignments based upon actual,
demonstrated, and compelling need in the conduct of official County
business. All vehicles will be garaged overnight at a site designated by
the Equipment Services Manager. Intermittent garaging is allowed only as
specified below.
//// POLICIES AND PROCEDURES
.�41 Section Equipment Management
I I Date Subject Criteria Definitions
O
COLORADO Date 6/1/82 Page 3
CRITERIA DEFINITIONS
Departmental Pool --
Vehicles assigned to and dispatched by a County agency or department,
utilized by multiple drivers, and garaged primarily at the pool
location or site designated by Equipment Services Manager.
Individual Assignment --
Vehicles assigned directly to a designated classification or specific
individual within a designated classification and utilized primarily
or exclusively by the assigned operator.
Intermittent Garaging --
•
Occasional overnight garaging up to five consecutive nights or as may
be approved by the department head, beyond five consecutive nights
requires approval of the Commissioner Coordinator.
POLICIES AND PROCEDURES
ICti
fr
I Section Equipment Management
WIiDcSubject Departmental Pool
COLORADO Date 6/1/82 Page 4
DEPARTMENTAL POOL
Mileage --
Vehicles utilized an average of 833 miles per month or more (10,000
miles per vehicle per year or more on County business.)
Special Equipment --
Performance of a department's assigned or mandated services requires
the utilization of specialized and/or emergency equipment that is
physically attached to the vehicle.
Time --
Vehicles utilized an average minimum of 6 hours per day per vehicle / .
(on actual duty assignment, excluding pool standing time) . �.IJ
Location --
The geographical location of a department's operations preclude the
utilization of alternative methods of transportation.
Special Assignment --
Performance of a department's functional operations requires the use
and transportation of special tools and materials and/or when only an
official County vehicle can be utilized to complete the designated
special assignment.
POLICIES AND PROCEDURES
{ A0 l�e1 SectionEquipment Management
IIDcSubject Individual Assignment
COLORADO Date 6/1/82 Page 5
INDIVIDUAL ASSIGNMENT
Mileage --
Vehicles utilized an average of 833 miles per month or more (10,000
miles per year or more on County business.)
Personalized Equipment --
Vehicle required to transport special personalized equipment utilized
on field assignments that would render a hardship or be economically
unfeasible to remove from the vehicle on a daily basis.
Time --
tt Vehicle utilized an average minimum of 6 hours per day per individual
�►J (on actual assignment) .
4%0--
POLICIES AND PROCEDURES
; Section Equipment Management r-
01-
COVaeSubject Intermittent Residence Garaging
DO Date 6/1/82 Page 6
INTERMITTENT RESIDENCE GARAGING
Designated Standby --
An employee utilizing specialized equipment is required to be
immediately available for emergency call back.
Travel --
Conduct of official business requiring travel outside County
boundaries, as approved by the department head, precludes securing a
pool or assigned vehicle the day of authorized travel.
Time -- -
Conduct of official business; i.e. , meetings, seminars, etc. , outside
of regular business hours as approved by the department head.
POLICIES AND PROCEDURES
r, \ �' Section Equipment Management
III` e. Subject Residence Garaging
COLORADO Date 12/18/85 Page 7
RESIDENCE GARAGING
Residence garaging is permitted for vehicles assigned directly to a
designated classification or position within a department where it has been
determined by the Board of County Commissioners that it is in the interest
of: the County to allow daily residence garaging because the job assignment
requires availability of the vehicle by the operator potentially on call at
all times for County service. Only positions specifically designated by
the Board of County Commissioners are permitted permanent residence
garaging. The Comptroller shall, at all times, maintain a
current authorization list of positions designated by the Board. See
following list:
FORMAT:
Department (Number of vehicles)
Positions with residence garaging
Road & Bridge (24)
Assistant Road & Bridge Director
Road Maintenance Section (2)
Maintenance Support Branch Head
Maintenance Support Field Foreman
Truck Branch Head
Bridge. Section Head
Bridge Construction Branch Heads (2)
Bridge Repair Field Foreman
Mining Section Head
On-Call Person (weekends only)
Ambulance (Ambulances only)
None
Planning (2)
None
U
POLICIES AND PROCEDURES
'11 ' Section Equipment Management
Subject Residence Garaging
COLORADO Date 12/18/85 Page 8
Sheriff (28)
Sheriff
Undersheriff
Investigations Lieutenant
Investigations Sergeant
Patrol Captain
Jail Captain
Building Inspection (6)
None
Building & Grounds (6)
Superintendent of Building & Grounds
District Attorney (4)
District Attorney
Investigators (3)
Pest & Weed (5)
None
Library (1)
None
Social Services (3)
None
Health (1)
None
Human Resources (32)
None
POLICIES AND PROCEDURES
II {{
Va\ lei Section Equipment Management
L'illille Subject Tax on Personal Commuting Use of County Vehicle
COLORADO Date 12/18/85 Page 9
TAX ON PERSONAL COMMUTING USE OF COUNTY VEHICLE
Due to IRS regulations on employee fringe benefits, employees are allowed
no personal use of their employer-provided vehicle. Vehicles are to be
used for commuting to and from work and for business purposes during
working hours. Only "de minimus" personal use is permitted (such as a stop
for lunch) .
$3.00 per work day of commuting will be included in employees' income to
reflect the commuting use of the vehicles. This income will be added to
applicable employees' wages on a quarterly basis. Social Security and.
taxes will be withheld at that time on the $3.00 per day additional
income. Certain vehicles are exempt. The list includes law enforcement
vehicles, passenger buses with a capacity of 20 persons or more, and
special utility trucks (other than a van or pick-up) .
This will be effective for 1986 and all future years unless otherwise
notified.
POLICIES AND PROCEDURES
c
�^�� ' •� Section Equipment Management
illsa Subject Use of County-owned Motor Vehicles
COLORADO Date 6/1/82 Page 11
County-owned motor vehicle unless such transportation is necessary in the
conduct of County business.
VEHICLE OPERATION DAMAGE REPORT
The Equipment Services Manager shall administer the vehicle operation
damage report program, including all forms and procedures. Vehicle
operation damage report forms shall be placed and maintained in a
conspicuous place in every County vehicle. The driver of any County
vehicle is responsible for completing a report on the provided form and
submitting it to the Equipment Services Manager within 24 hours following
any collision in which any damage may have been caused or any other
situation in which there was damage caused to a County vehicle.
ASSIGNMENT OF CAR: MUST BE PROPERLY GARAGED
When a County—owned vehicle is assigned to an individual for use outside
working hours, the individual to whom the vehicle is assigned shall be
responsible for affording the maximum protection practical against theft,
vandalism, damage, and the elements by placing such vehicle in a garage or
carport if available; the minimum of such protection shall be assurance
that such vehicle is off—street at night when not in actual use.
DISCIPLINARY ACTION FOR MISUSE
Any employee or appointed officer who uses a County-owned motor vehicle
otherwise than for use in the conduct of County business or in other
violation of this policy shall be subject to disciplinary action pursuant
to the provisions of Weld County personnel policies.
LIABILITY FOR COSTS OF MISUSE
An employee or officer who misuses a County-owned motor vehicle shall be
liable to the County for the actual cost proximately resulting from any
misuse by him of such County-owned motor vehicle.
RESPONSIBILITY OF SUPERIORS
A superior is liable for disciplinary action and/or the actual cost of
damages resulting from any misuse by a County employee to the extent that
O the superior allows, directs or authorizes the misuse of a County-owned
motor vehicle.
POLICIES AND PROCEDURES
ti
Section Equipment Management
Subject Use of County-owned Motor Vehicles
Wilk Date 6/1/82 Page 12
COLORADO '
COSTS OF MISUSE
Actual costs of misuse of a County-owned motor vehicle shall include the
following:
A. expense of operation. Expense of operation of a County-owned motor
vehicle for the distance traveled during such misuse, or where the
misuse amounts to an unreasonable deviation thereof the distance
traveled in excess of the shortest practical route,' computed on a
mileage basis in accordance with the schedule of mileage rates
established by the Board of County Commissioners for the payment of
private mileage claims of County employees;
B. property damage. Any and all property damage to the County-owned
motor vehicle and other County property, proximately resulting from
such misuse; provided, however, that a credit shall be allowed the
County officer or employee equal to any amount paid to the County by a
third party;
C. reimbursement to County. The amount of any judgment or claim not
covered by insurance that the County pays by reason of the death,
injury, or damage to persons or property arising out of misuse of a
County-owned motor vehicle, including interest at the legal rate
accruing from the time of payment by the County. In no event shall
these rules be construed as conferring a right of subrogation on the
part of insurance carriers for County vehicles where no such right
existed at the time of the adoption of these rules or independently
thereof. These rules are intended to provide rules for the use of
County-owned vehicles as between the County and its officers and
employees only, and shall not affect in any way rights and obligations
of third parties, including insurance carried for the County-owned
vehicles.
INVESTIGATION, DETERMINATION AND COLLECTION OF COSTS
The department head shall in each case investigate, determine the costs
attributable to misuse (with the assistance of the Equipment Services
Manager) , and collect the amount of actual costs attributed to the misuse
of County—owned vehicles by employees of his department. Money collected
from the employee shall be deposited in the County Treasury to the credit
of the fund supporting operation of the vehicle which was improperly used. n
m1
POLICIES AND PROCEDURES
.-.( trim,
1s, 401, Section Equipment Management
Subject Use of County-owned Motor Vehicles
Ilk
COLORADO Date 6/1/82 page 13
APPEALS
Any employee involved in the misuse of a County-owned motor vehicle shall
be given an opportunity to give an explanation. Such employee shall have
the right within ten days after service upon him of a demand in writing for
reimbursement of costs of misuses, to demand a hearing before the Grievance
Committee.
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POLICIES AND PROCEDURES
ti
(-11
l 31111 Section Equipment Management
WI Dc ��
Subject Other Policies Relating to County Vehicles
COLORADO Date 6/1/82 Page 14
OTHER POLICIES RELATING TO COUNTY VEHICLES
1. Driver's License. All drivers of county vehicles shall show proof of
a valid driver's license, of the class required for the type of
vehicle driven.
2. Laws. Drivers of county vehicles shall abide by all applicable laws
regarding operation of motor vehicles, including the 55 MPH speed
limit.
3. Hitchhikers. Drivers of county vehicles shall not pick up
hitchhikers.
4. Maintenance. County personnel who are assigned responsibility for a
county vehicle shall ensure regular maintenance by County Shop
standards, and that safety inspections are conducted. Additional
maintenance or safety requirements for county vehicles or equipment
may be required by the Supervisor of the County Shops, although not
specifically provided for in this statement of policy.
5. Accidents. In case of an accident involving a county vehicle, the
driver should immediately notify proper law enforcement authorities,
regardless of the extent of damage to the vehicles involved.
A. If the extent of the damage and conditions at the accident scene
warrant, the driver shall contact the County Communications
Center and request towing service. Should law enforcement
authorities at the scene determine a need for immediate removal
of the vehicle, they shall have the discretion to contact a
private towing service.
B. No later than the next regular workday, the driver shall notify
his immediate supervisor or department head of the accident and
submit to the supervisor the Accident Exchange Information Report
received from the other driver at the scene of the accident. The
supervisor shall ensure that all reports and forms are accurately
completed and submitted to the County Finance Office as detailed
in the Safety and Insurance Section of this manual. Failure to
report an accident or a high incidence of accidents by a driver
shall result in review by the department head and/or Finance
Officer, who shall recommend appropriate action. "•.
POLICIES AND . PROCEDURES
ti
49,
_$ ' • Section Equipment Management
II Subject Other Policies Relating to County Vehicles
COLORADO Date 6/1/82 Page 15
6. County Equipment. County equipment (construction/maintenance) shall
not be used for the purpose of construction, maintenance or repair on
private property except as authorized by resolution of the Board of
County Commissioners.
Exceptions Authorized:
A. Removal of gravel or borrow material, as per written contractual
"Agreement for Use of Soil for Road Purposes."
B. Emergency/disaster situations. Use of equipment in emergency
situations shall be at the discretion of the senior department
employee at the scene. Such use shall be reported to the
department head not later than the next regular working day.
C. To provide safe passage for school buses or emergency vehicles.
D. In-kind services to municipalities under provisions of 43-2-202,
CRS 1973. Request for such use shall be submitted in writing to
the County Engineer by governing officials of the municipality.
Prior to rendering such service, the County Engineer shall
receive verification of the County's financial responsibility to
the municipality from the Finance Officer.
E. Special use of equipment, other than those herein provided for,
shall require specific authorization by resolution of the Board
of County Commissioners.
7. Agreement for Use of Soil for Road Purposes. Prior to Weld County
using its equipment to remove earth material from other than county
property and easements for the construction of county roads, Weld
County and the owner of the property will complete an "Agreement for
Use of Soil for Road Purposes," which will include the total estimated
quantity of material to be removed; a project number; the legal
description of the property; and any other provisions agreed to by the
owner and Weld County. Said agreement shall be forwarded to the Clerk
to the Board for inclusion in the official records of Weld County.
8. Two—Way Radio Equipment. All vehicles/equipment operated during
emergency situations, such as blizzards or flooding, shall be equipped
with two—way radio equipment. If such equipment is not regularly
1.C) available in a vehicle, the supervisor shall request the issuance of
such, on a temporary basis, from the Communications Department.
POLICIES AND PROCEDURES
tt s
• Section Equipment Management , 7
Subject Other Policies Relating to County VehiclesCO
WIiDc.
LORADO Date 6/1/82 page 16
9. Vehicle Access. Hours of access to all vehicles in the main shop will
be from 7:00 AM to 5:00 PM. Hours of access to all vehicles in the
three district shops will be from 7:30 AM to 5:00 PM. Special
arrangements including early departure and late arrival and assignment
of vehicles to employees whose positions require after hours
availability of county vehicles must be made with the appropriate
department head to utilize vehicles after working hours. No vehicle
will be used for personal reasons.
10. Centralized Vehicle Pool. If a vehicle assigned to a particular
department is not in use by that department's personnel, it shall be
available for use by other county personnel. Request for such use
shall be made by the department head to the employee assigned
responsibility for that vehicle.
11. Official Business Only. County vehicles/equipment shall be used for
official county business only; use for other than county business �`
LS—
shall be deemed cause for immediate dismissal.
12. Reporting. Reporting of daily mileage, gasoline and oil usage shall
follow procedures established by the Finance Officer and/or the
Supervisor of the County Shops. Such reporting shall be accurate and
complete and shall include an accounting for all miles registered on a
county vehicle. If more than one driver uses a vehicle during a
monthly reporting period, the report shall show each driver's initials
beside line entries. Any monthly reports returned to the Finance
Office which are incomplete or inaccurately completed shall be
returned to the department head for appropriate action. Continued
failure to accurately complete mileage reports shall be brought to the
Board's attention for appropriate action.
13. 'Exemptions. Law enforcement vehicles or emergency vehicles, including
Weld County Ambulance Service vehicles, shall be exempt from the
provisions of this policy statement, which, because of the nature of
said vehicle usage, are not applicable.
14. Motor Vehicle Records Check. Applicants selected by department heads
for employment to a position that requires driving of a county vehicle
or equipment will be required to complete a Motor Vehicle Records
Check form. The Personnel Department will forward the form to the
state for search of the individual's traffic record. In addition,
past employers will be checked for the applicant's driving ability and -;
driving record. This will prevent us from employing high risk 1,/�
•
POLICIES AND PROCEDURES
(141 Section Equipment Management
Subject Other Policies Relating to County Vehicles
COLORADO Date 6/1/82 Page ?7
individuals and thus help us to reduce our liability exposure. The
Motor Vehicle Records Check form will be automatic for all employees
of Road and Bridge, Buildings and Grounds (except janitors) ,
Ambulance, Building Inspection, HAD drivers and all sworn personnel
for the Sheriff's Department. All other departments should identify
on the personnel requisition form, those positions that will require
driving a county vehicle so that a motor vehicle records check may be
conducted for personnel employed for those positions. It takes
approximately two weeks to complete the checks. In order not to hold
up employment for those positions, individuals employed will be
required to sign a statement of understanding to the effect that
driving of county vehicles is a requirement for the position and a
poor driving record will be grounds for dismissal as a part of the
regular probation period.
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POLICIES AND PROCEDURES
' 1"el ' Section Equipment Management
:u: ct
Fixed AssetsCOLORADO ae 6/1/82 Page 18
FIXED ASSETS
1. INTRODUCTION
Adequate accounting records of fixed assets are necessary in assuring
proper control and maintenance of county assets. In addition, proper
fixed asset accounting is necessary to permit financial reporting
conformity.
All fixed assets are valued at historical cost or estimated historical
cost if actual historical cost is not available. Donated fixed assets
are valued at their estimated fair value on the date donated. The
criteria used in determining whether an asset is "fixed" or permanent
is governed by Section 29-1-506, CRS 1973, which states ". . .an
inventory shall be required only with respect to items of property
having an original cost of $100 or more unless such items having a
value of less are required to be inventoried by directive of the 'state
auditor." In addition, County policy requires that a fixed asset have
a useful life of three years.
Fixed assets used in governmental fund type operations (general fixed
assets) are accounted for in the General Fixed Assets Account Group,
rather than in governmental funds. Public domain ("infrastructure")
general fixed assets consisting of roads, bridges and rights-of-way
are not capitalized. No depreciation is provided on general fixed
assets.
Depreciation of all exhaustible fixed assets used by proprietary funds
is charged as an expense against their operations. Accumulated
depreciation is reported on proprietary fund balance sheets.
Depreciation is provided using the straight line method over the
estimated useful lives, as follows:
Buildings 30 years
Land Improvements 20 years
Machinery and equipment 3-10 years
2. GENERAL FIXED ASSETS
General fixed assets are those assets not related to a specific
service or function. To insure thorough disclosure and sufficient
detail, the financial section should include a schedule of fixed
assets by function and activity and a schedule of changes in general
fixed assets by function and activity. (GAAFR 80, p.53)
4
POLICIES AND PROCEDURES
`-f1 Section Equipment Management
IIe Subject Fixed Assets
COLORADO Date 6/1/82 Page 19
3. As department heads and elected officials are held responsible for the
inventory assigned to their department per Section 29-1-506, CRS 1973,
it is not necessary to follow certain guidelines to insure an accurate
inventory system.
4. All county departments are required to inform Accounting of any
changes in equipment location before the equipment is moved.
Therefore, it is necessary to properly fill out a Salvage and
Equipment Transfer form. The form must include:
1. A brief description of the item(s) to be transferred.
2. The inventory number(s) on the equipment.
3. The signatures of any department head affected by the move.
0 Departments are not . responsible for filling out a Salvage and
14, Equipment Transfer form for any new purchases as the fixed asset
accountant will recognize those additions to inventory through an
analysis of the capital outlay expenditure accounts.
Annually, an inventory of all fixed assets will be conducted and the
results filed with the Comptroller per Section 29-1-506, CRS 1973.
Please note that while chairs, hanging bins, partitions and small
items of equipment are not included on the general fixed asset report,
they are tagged with a Property of Weld County label to help safeguard
against theft and misuse.
The following is a list of steps to be followed:
A. Equipment and Inventory - Acquisition
1) Purchasing
a) Forwards P.O. 's to the Comptroller's
Office
2) Accounts Payable Clerk
a) Provides a xerox copy of P.O. 's
affecting the capital outlay accounts (6900's) to Fixed
Asset Accountant
C
POLICIES AND PROCEDURES
K1g.
Section Equipment Management
' Subject Fixed Assets
COLORADO Date 6/1/82 Page 20
•
3) Fixed Asset Accountant
a) Reviews P.O. to determine if purchase
meets the rules for capitalization
b) Files copy of P.O. until the month-end expenditure
reports are available. At this time (when the item has
been paid for, expensed) all pertinent information is
recorded on a data input (fixed asset trans form) form
to which the P.O. is attached.
c) Assigns proper equipment number and labels asset.
(Note that Fixed Asset Report Wfar20 by asset number
prevents the use of duplicate inventory numbers)
d) Verifies all expenditures captured in the capital
outlay accounts and journals out of the accounts any
expenses which do not meet the capitalization criteria
4) Data Processing
a) Keypunches information and forwards
updated fixed asset reports to accounting (Wfar10-20) f�
5) Fixed Asset Accountant fir/
a) Verifies reports and files data input
forms in folders organized by location codes
B. Equipment Acquisition - Social Services
1) Administrative Asstistant.
a) Receives approval to purchase equipment
b) Reviews P.O. to determine if purchase meets the rules
for capitalization ($100 and 1 year useful life)
c) Assigns proper equipment number and labels asset
d) Records pertinent information on data input form
(two—part NCR) and forwards to Fixed Asset Accountant
2) Data Processing
a) Keypunches information and forwards
updated fixed asset reports to accounting
3) Fixed Asset Accountant
a) Verifies reports and files one copy of data input form
and returns the second copy to Social Services
POLICIES AND PROCEDURES
1
ia
\ I • j Section Equipment Management
II CD Subject Fixed Assets
COLORADO Date 6/1/82 page 21
C. Equipment Transfer
1) Department
a) Declares that an item is surplus or obsolete
b) Prepares a Salvage and Equipment Transfer form retains
the gold copy and forwards all other copies with a
Buildings and Grounds work order to Comptroller
2) Comptroller
a) Approves transfer and sends forms to Fixed Asset
Accountant for action
3) Fixed Asset Accountant
a) Verifies information on transfer form, signs the
request and retains the original (white) copy in a
"pending transfer" file
b) Transfer form is then forwarded with the attached work
order to B & G
4) B & G
a) Moves the equipments, signs the transfer forms, sends
the pink copy to Accounting and retains the yellow for
file
5) Fixed Asset Accountant
a) Attaches the pink copy and the original to data input
forms which will delete the asset from its prior
location and reassign it where applicable
D. Buildings, Land and Improvements
1) Purchasing
a) Forwards P.O. 's to the Comptroller's Office
2) Accounts Payable Clerk
a) Provides a copy of P.O. to Fixed Asset Accountant
3) Fixed Asset Accountant
a) Reviews P.O. 's to determine if purchase meets the rules
for capitalization (i.e. those expenditures which are
repair and maintenance related should not be expensed
in the capital outlay accounts)
b) Keeps a worksheet according to project recording total
• expenditures
c) Updates fixed asset reports and subsidiary ledger when
expenses are closed at year-end to reflect the total
costs related to the acquisition of or improvement to
land and buildings.
d) Files any P.O. 's or data input forms in folders
according to location
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P '0 L I C I E S AND PROCEDURES
, ‘
rI
` `�
Section Equipment Management
- -F.\
WIiDcSubject Salvage and Equipment Transfer Form (Sample) S.40,
COLORADO Date 6/1/82 Page 22
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SALVAGE AND EQIIIPMI NI TRANSFER
FROM: _ _ Accounting.__ _ ___ __...__.._ RATE: 5/1/62___
originating Dept .
TO: COMPTROLLER
SUBJECT: (Check one only)
( ) Transfer to salvage This portion is filled out as
( ) Transfer from salvage appropriate
( ) Equipment to be retained for parts
(X) Equipment transferred from Accounting to Purchasing
(Dept.) - (Dept.)
( ) Equipment Exchange
(Note: All Salvage and Transfer Reports must show exact location, contact person, description,
inventory number, and serial number.) If needed continue on attachment.
Description Inventory No. Exact Location o New Location No.
calculator 626-0026 Accounting 006 Purchasing 001 Ca)
m
loc. code -i
In
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Reason(s) for transfer: Calculator no longer needed in Acct. transfered to an area which can
utilize the equipment.
XXX Accounting,
(Dept. Head) a t. Head
*Note: Transfers between departments must have the signature of both Department Heads.
D
Date: 5/1/82 o Date Received: 5/1/82
c
--I Date Inputed into Computer: 5/3/82
Input after equipment is moved and
ZS pink copy of form in returned to Acct.
XX C
XX
M
Comptroller Fixed Asset Accountant
m
Form to be made in original and three copies �
noted below: o Date Received: 5/3/82
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Original and 2 copies to be sent to Comptroller. vi
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Gold copy to be retained by originator. Q° Action as indicated above has been
Comptroller takes necessary action & forwards A
2 copies to Bldg. & Grds. & retains the c completed this date.
original. o
Bldgs. & Grds. completes the necessary task co
& forwards the pink copy to the fixed asset N XX (I;
accountant & retains the yellow copy. rn Signature
Fixed asset accountant assigns a new location o
number, enters the new information into the K Date picked up 5/3 Int.
computer once a month, and attaches the pink
copy onto the computer input sheet. Date delivered _ 5/3 Int._
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POLICIES AND PROCEDURES
--.ici € Section Equipment Management
ISubject Fixed Asset Report (Sample)
• COLORADO
Date 6/1/82 Page 23
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