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Property Control

Property Control. Cindy Lambeth, Accountant Jon Thrush, Central Receiving Manager. Property Controlled Assets >=$1000. Generated From: Purchase Orders, Internal Funds, & Donations/Gifts Object Codes: 621 Audio Visual Materials (non consumable) 641 Furniture, Fixtures, & Equipment

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Property Control

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  1. Property Control Cindy Lambeth, Accountant Jon Thrush, Central Receiving Manager

  2. Property Controlled Assets>=$1000 • 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

  3. 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.

  4. 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

  5. Internal Funds • Improvements Other Than Buildings (IOTB)- Playgrounds Flagpoles Sidewalks Landscaping Parking 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

  6. 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

  7. Annual Inventory Audits

  8. 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.

  9. Annual Inventory Audits

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