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Home My WebLink About920540.tiff RESOLUTION RE: ADOPTION OF AMENDED EQUIPMENT MANAGEMENT SECTION OF THE WELD COUNTY ADMINISTRATIVE MANUAL AND INCORPORATION INTO SAID MANUAL WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Comptroller has prepared and presented to the Board of County Commissioners the amended and restated Equipment Management Section of the Weld County Administrative Manual, as attached hereto and incorporated herein by reference, and WHEREAS, the Board of County Commissioners deems it advisable to adopt the amended Equipment Management Section of the Administrative Manual and further, to incorporate said section into the Administrative Manual. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the abovementioned amended Equipment Management Section be, and hereby is, adopted. BE IT FURTHER RESOLVED by the Board that said amended Equipment Management Section shall be incorporated into the Administrative Manual and published by the Director of Finance and Administration for dissemination to all County Departments. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 29th day of June, A.D. , 1992. 11 BOARD OF COUNTY COMMISSIONERS ATTEST: r / / /WA/ WELD COUNTY, COLORADO Weld County Clerk to th Board �a --.C /` /rge Ken edy, Chairman p BY:d , - ti-,-C a- L _e_.-.j l¢�C-C De ut �to the Board Constance L. Harbert, Pro-Tem P Y APPROV AS TO FORM: EXCUSED �� C. W. Kir 4, e. ounty Attorney Gor . acy A W. H. Webster 920540 Orno /.2 r i 1 / I POLICIES AND PROCEDURES C1ri -40,+ Section Equipment Management 1119€ Subject Table of Contents _ COLORADO Date 6/22/92 Page 1 TABLE OF CONTENTS Page INTRODUCTION 2 STATEMENT OF INTENT 3 CRITERIA DEFINITIONS 4 DEPARTMENTAL POOL 5 INDIVIDUAL ASSIGNMENT 6 INTERMITTENT RESIDENCE GARAGING 7 RESIDENCE GARAGING 8 TAX ON PERSONAL COMMUTING USE OF COUNTY VEHICLES 10 USE OF COUNTY-OWNED MOTOR VEHICLES 11 OTHER POLICIES RELATING TO COUNTY VEHICLES 15 FIXED ASSETS 19 SALVAGE AND EQUIPMENT TRANSFER FORM (SAMPLE) 24 920540 POLICIES AND PROCEDURES fl�r' Section Equipment Management IiiDcSubject Introduction _ COLORADO Date 6/22/92 Page 2 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. Effective September 17, 1984, the Equipment Service Manager shall be the Project Manager under the fleet maintenance contract. 920540 POLICIES AND PROCEDURES ifr �; Section Equipment Management WIIO C Subject Statement of Intent — COLORADO Date 6/22/92 Page 3 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, except the vehicles listed under the Residence Garaging Section 92054q POLICIES AND PROCEDURES 11 ' , Section Equipment Management Subject Criteria Definitions COLORADO Date 6/22/92 Page 4 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. 32O549 POLICIES AND PROCEDURE Section Equipment Management .69:( "Lev : $UbjeCt Departmental Pool — COLORADO Date 6/22/92 Page 5 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. 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. 92054 POLICIES AND PROCEDURES { ' ` 4.31 Section Equipment Management VIiDcSubject Individual Assignment COLORADO Date 6/22/92 Page 6 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 -- Vehicle utilized an average minimum of 6 hours per day per individual (on actual assignment) . 920549 POLICIES AND PROCEDURES iti °Itin Section Equipment Management �� Subject Intermittent Residence Garaging COLORADO Date 6/22/92 Page 7 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. 920549 {� POLICIES AND PROCEDURES tt Section Equipment Management IIIIcSubject Residence Garaging — COLORADO Date 6/22/92 Page 8 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 Mining Section Head On-Call Person (weekends only) (2) Ambulance (Ambulances only) None Planning (2) None 320549 POLICIES AND PROCEDURES 4Pri Section Equipment Management Subject Residence Garaging COLORADO Date 6/22/92 Page 9 Sheriff (28) Sheriff Undersheriff Investigations Lieutenant Investigations Sergeant Patrol Captain Jail Captain Building Inspection (6) None Building & Grounds (6) Superintendent of Building & Grounds Coroner (1) Coroner or Deputy Coroner District Attorney (4) District Attorney Investigators (3) Pest & Weed (5) None Library (1) None Health (1) None Human Resources (32) None 92054+, POLICIES AND PROCEDURES -� .' Section Equipment Management Subject Tax on Personal Commuting Use of County Vehicles Vale COLORADO Date 6/22/92 Page 10 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 {!' Section Equipment Management Subject Use of County-Owned Motor Vehicles 1111k COLORADO Date 6/22/92 Page 11 USE OF COUNTY-OWNED MOTOR VEHICLES DEFINITIONS The definitions of this section shall govern the construction of this policy, unless the context otherwise requires: A. "County-owned motor vehicle" means any motor vehicle owned by or under control of the County of Weld and provided for use of any County officer, board, commission, deputy, assistant, clerk, attache or other County employee, in the performance of official duties; B. "use in conduct of County business" means using, driving, operating, storing, or parking, in the performance of or necessary to or in the course of the duties of County employment; it also includes use in emergency cases where ordinary humanity dictates no other course than to render aid to persons in distress; C. "employee" means all County officers and employees except incumbents of elective offices. CARE OF VEHICLE The driver of a County vehicle shall report every noted defect of the County vehicle or its operation to the Equipment Services Manager in person or on the appropriate form as soon as possible to assure proper maintenance attention. USE OF SAFETY BELTS The driver of a County vehicle shall operate his vehicle only after the safety belts have been properly fastened by the driver and the passengers in the vehicle. These safety belts shall remain fastened at all times while the vehicle is in motion. USE OF COUNTY-OWNED MOTOR VEHICLES County-owned motor vehicles shall be used only in the conduct of County business. No County officer or employee shall use or permit the use of any County-owned motor vehicle other than use in the conduct of County business. No County officer or employee shall transport persons in any County-owned motor vehicle unless such transportation is necessary in the conduct of County business. 9205411► POLICIES AND PROCEDURES It Cifi \ Section Equipment Management WIDcSubject Use of County-Owned Motor Vehicles COLORADO Date 6/22/92 Page 12 VEHICLE OPERATION DAMAGE REPORT The Personnel Department shall administer the vehicle operation damage report program, including all forms and procedures. The driver of any County vehicle is responsible for completing an accident report and submitting it to the Personnel Department 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 the superior allows, directs or authorizes the misuse of a County-owned motor vehicle. 920541 POLICIES AND PROCEDURES ristr.a, Section Equipment Management Subject Use of County-Owned Motor Vehicles WIiDc COLORADO Date 6/22/92 Page 13 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. 9213549 POLICIES AND PROCEDURES (fr ; ,) ' ( 1mi Section Equipment Management Subject Use of County-Owned Motor Vehicles — COLORADO Date 6/22/92 Page 14 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 Officer. 340 POLICIES AND PROCEDURES �(\ •' Section Equipment Management Subject Other Policies Relating to County Vehicles illik COLORADO Date 6/22/92 Page 15 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 92054n POLICIES AND PROCEDURES (,;(113:, Section Equipment Management Subject Other Policies Relating to County Vehicles — COLORADO Date 6/22/92 Page 16 incidence of accidents by a driver shall result in review by the department head and/or Finance Officer, who shall recommend appropriate action. 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. 9 205111 POLICIES AND PROCEDURES 1 & 1 Section Equipment Management Subject Other Policies Relating to County Vehicles 1111k COLORADO Date 6/22/92 Page 17 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 available in a vehicle, the supervisor shall request the issuance of such, on a temporary basis, from the Communications Department. 9. Vehicle Access. Hours of access to all vehicles in the main shop will be from 7:00 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 shall be deemed cause for immediate dismissal. 12. 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. 13. 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 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 920540 POLICIES AND PROCEDURES `� Section 1 \ '� Equipment Management Subject Other POlicies Relating to County Vehicles COLORADO Date 6/22/92 Page 18 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. 92054^ POLICIES AND PROCEDURES j Section Equipment Management Illik Subject Fixed Assets — COLORADO Date 6/22/92 Page 19 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 $500 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. 920540 POLICIES AND PROCEDURES 60(y-we Section Equipment Management hiDe Subject Fixed Assets — COLORADO Date 6/22/92 Page 20 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: A. A brief description of the item(s) to be transferred. B. The inventory number(s) on the equipment. C. The signatures of any department head affected by the move. Departments are not responsible for filling out a Salvage and 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 for approval 2) Assistant Comptroller a) Reviews P.O. to determine if purchase meets the rules for capitalization b) Authorizes P.O. if it meets capital rules, or recodes expenditure to appropriate account 92054n POLICIES AND PROCEDURES -11 \ 'wj Section Equipment Management Subject Fixed Assets — COLORADO Date 6/22/92 Page 21 c) 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. 3) Fixed Asset Accountant a) Assigns proper equipment number and labels asset. (Note that Fixed Asset Report WFAR20 by asset number prevents the use of duplicate inventory numbers) b) Verifies all expenditures captured in the capital outlay accounts and journals out of the accounts any expenses which do not meet the capitalization criteria B. Equipment Acquisition - Social Service 1) Social Services Support Division Administrator a) Responds to equipment need by preparing purchase requisition for approval by Director. b) Forwards request to Purchasing. 2) Social Services Technician a) Initiates payment upon receipt of invoice 3) Social Services Accountant a) Notified Fixed Asset Accountant (including specified location, description and dollar amount) . 4) Fixed Asset Accountant a) Assigns proper equipment number and labels asset. (Note that Fixed Asset Report WFAR20 by asset number prevents the use of duplicate inventory numbers) 92054 POLICIES AND PROCEDURES +1 a \ \ Section Equipment Management IIVDc. Subject Fixed Assets COLORADO Date 6/22/92 Page 22 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 to Comptroller c) Requests Buildings and Grounds Work Order on computer 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 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) Reviews the pink copy and transfers the asset on the system. (NOTE: Assets under $500 will not • be handled) D. Buildings, Land and Improvements 1) Purchasing a) Forwards P.O. 's to the Comptroller's Office for approval 92054°4 POLICIES AND PROCEDURES cf/ ', , pia • Section Equipment Management WI`Pc. Subject Fixed Assets COLORADO Date 6/22/92 Page 23 2) Comptroller 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) and approves on computer 3) Fixed Asset Accountant a) Updates fixed asset system and the ledger when expenses are closed at year-end to reflect the total costs related to the acquisition of or improvement to land and buildings. 9ZQS4 * 11 POLICIES AND PROCEDURES • : 1 Section Equipment Management Subject Salvage and Equipment Transfer Form (Sample) COLORADO Date 6/22/92 Page 24 SALVAGE AND EQUIPMFNl TRANSFER FROM: _ _ Accounting __... DATI : 5/1/82 ___ T riginating DepC TO: COMPTROLLER SU6JECT: (Check one only) ( ) Transfer to salvage This portion is filled out as ( ) Transfer from salvage appropriate ( ) Equipment to be retained for parts Purchasing Equipment transferred from Accounting to (Dept.) (ppt.) ( ) 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. 0 calculator 626-0026 Accounting 006 Purchasing 001 v re loc. code T ln (I 'D > n m Reason(s) for transfer: Calculator no longer needed in Acct. transfered to an area which can utilize the equipment. rsounting XXXo `r-c a t. riead Dept. Heaa) *Note: Transfers between departments must have the signature of both Department Heads. r. Date Received: 5/1/82 Date: 5/1/ c =a Date Inputed into Computer: 5/3/82 Input after equipment is moved and pink copy of form in returned to Acct. XX XX Comptroller ___ — Fixed Asset Accountant w Form to be made in original and three copies o Date Received: 5/3/82 noted below: Original and 2 copies to be sent to Comptroller. v, Action as indicated above has been Gold copy to be retained by originator. Comptroller takes necessary action R forwards o completed this date. 2 copies to Bldg. & Grds. & retains the c P original. o Bldgs. & Grds. completes the necessary task v, XX & forwards the pink copy to the fixed asset Signature accountant & retains the yellow copy. ^' Fixed asset accountant assigns a new location o int. number, enters the new information into the • Date picked up 5/3 computer once a month, and attaches the pink Date delivered 5/3 Int. copy onto the computer input sheet. — A Hello