Property Control

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Property Control

• Cindy Lambeth, Accountant
• Jon Thrush, Central Receiving Manager

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Property Controlled Assetsgt1000

• Generated From Purchase Orders, Internal
  Funds, Donations/Gifts
• Object Codes
• 621 Audio Visual Materials (non consumable)
• 641 Furniture, Fixtures, Equipment
• 643 Computer Equipment
• 691 Software
• 652 Vehicles

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Purchase Orders

• Notate correct budget line to be used to pay
  invoices for partial payments.
• Asterisks and a note has been added to the pay
  authorization.
• Contact Property Control Department when the item
  to be tagged has arrived at your center.

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Internal Funds

• Purchase, Gift or Donation
• Internal Funds Purchase
• Acquire Property Form
• Copy of Vendor Invoice
• Copy of Request for Purchase of Goods and
  Services (RP)
• Copy of Check Requisition
• Donation or Gift
• Acquire Property Form
• Donor Information
• Cost or Fair Market Value

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Internal Funds

• Improvements Other Than Buildings (IOTB)-
• Playgrounds Flagpoles Sidewalks Landscaping P
  arking Lots Driveways
• Paved Track Signs Irrigation Systems Fencing
• Buildings
• Storage Buildings/Sheds Greenhouses
• Pavilions Phone Systems Stage Curtains
• Fixed Assets
• Vehicles Golf Carts Gators
• Lawn Mowers Software Bleachers
• Computer Equipment

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Manual Forms

• Website www.santarosa.k12.fl.us/property
• Policies Procedures Manual Online
• Forms- Transfer, Surplus, Acquire,
• Temporary Loan, Out for Repair
• Staff information
• Inventory Audit Information Schedule

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Annual Inventory Audits

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Tips for Perfect Inventory

• Review Manual and Procedures
• Update Database
• Maintain Inventory Binder with updates
• Keep copies of transfer forms
• Proper paperwork
• On Loan, Out for Repair, etc.
• Complete Inventory Audit Paperwork
• On Time and Accurately
• Notify Property Control Dept. of missing items
• Make every effort to locate missing items.

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Annual Inventory Audits

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