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Equipment Asset Management:

Equipment asset management is the responsibility of all sites and departments. The following procedure needs to be followed in order for our District to comply with State requirements in CA Ed Code 35168 and Federal requirements in 2 CFR 200.313 (d) regarding asset management.

Assets are any equipment costing over $500.00 that is used in the operation of our District and that has an initial useful life extending beyond a single reporting period.

California Ed Code 35168.  

The governing board of each school district, shall establish and maintain a historical inventory, or an audit trace inventory system, or any other inventory system authorized by the State Board of Education, which shall contain the description, name, identification numbers, and original cost of all items of equipment acquired by it whose current market value exceeds five hundred dollars ($500) per item, the date of acquisition, the location of use, and the time and mode of disposal. A reasonable estimate of the original cost may be used if the actual original cost is unknown.

Federal 2CFR 200.313(d)

(d) Management requirements. Procedures for managing equipment (including replacement equipment), whether acquired in whole or in part under a Federal award, until disposition takes place will, as a minimum, meet the following requirements:

(1) Property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the FAIN), who holds title, the acquisition date, and cost of the property, percentage of Federal participation in the project costs for the Federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sale price of the property.

(2) A physical inventory of the property must be taken and the results reconciled with the property records at least once every two years.

(3) A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of the property. Any loss, damage, or theft must be investigated.

(4) Adequate maintenance procedures must be developed to keep the property in good condition.

(5) If the non-Federal entity is authorized or required to sell the property, proper sales procedures must be established to ensure the highest possible return.

Upon purchasing assets, the Purchasing Department will indicate on the purchase order items that will need to be tagged for inventory. All asset items received at the District Warehouse will be tagged by warehouse personnel. Asset items that are shipped directly to a school site or department will be tagged by warehouse personnel or by Office Systems Repair (for copiers).

Movement of Assets:

If assets are moved from one site to another the following form must be completed and forwarded to the Purchasing Department:

Equipment Asset Relocation Form. If the relocation of an asset requires the services of the warehouse, a work order will need to be submitted to SchoolDude.

Disposal of Assets:

If assets are to be disposed, the following form must be completed and forwarded to the Purchasing Department: Equipment Asset Surplus (Disposal) Form. In order to complete the process for disposal of assets a work order must be submitted to SchoolDude. Under no circumstances are sites and departments allowed to dispose of assets. Assets are only to be disposed of by Warehouse personnel.

All questions concerning equipment asset management can be directed to David Johnston