FIXED ASSETS GUIDELINES

·        All equipment purchased must be delivered to the warehouse and tagged by warehouse personnel.

·        Forms for new equipment must be verified, completed by school personnel and returned to the business office by the designated date shown on form.  This form will be sent to you for verification from the business office when payment for equipment has been made.

·        Donated equipment must be approved by the school board.  After school board acceptance, you will receive inventory tags along with a form for equipment and location information.  The required information must be verified and completed and returned to the business office by the designated date.  The tags must be placed on the equipment in plain view.

·        Equipment moved from room to room must updated in the “Maintain Fixed Assets” file on the Web.

·        Equipment moved from one site to another site can only be done so by Office Machine Repair Personnel (i.e. moving from Biloxi High to Jeff Davis).  You will be given a copy of an OMR Equipment Movement form, which you must retain for your records.  You must complete the Inventory Adjustment Control form and attach a photocopy of the OMR Equipment Movement form.  Your copy should be kept with your inventory files.

·        A hand receipt or statement of responsibility must be on file for equipment that is allowed to be checked out by school personnel, i.e., cell phone, digital camera, laptop computer, etc.

·        If you have equipment going to OMR for repair only, you must keep record for your files, this does not have to be reported to the business office.  Equipment that is beyond repair will be issued a “Death Certificate” from OMR.  A copy of this certificate must be attached to an Inventory Adjustment Control Form and forwarded to the Business Office.

·        Stolen equipment must be reported immediately to the business office.  A copy of  the police report must be attached to the Inventory Adjustment Control Form.

·        If an inventory tag is removed from equipment, the number must be written on the machine, in plain view, with a permanent marker.  You must verify the machine serial number with your inventory printout before you mark any equipment.  Barcode tags can be reprinted by written request via e-mail, mail or fax and should be sent to the Fixed Assets Property Manager.

·        Annually, you will be sent inventory count sheets, separated by room, to verify the correct location of equipment.  Each sheet must be verified, signed and returned to the business office by the designated date.  If any changes are to be made, you may make note on the count sheet.  Copies of appropriate paperwork must be attached for removal of equipment from the count sheets.