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Inventory Control

Organization

The Inventory Control section of Operation Services is responsible for recording and reporting acquisitions, placing decals on equipment, recording the internal movement of equipment, recording dispositions of equipment and verifying and preparing reports of periodic inventories.

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State Laws

The laws of the State of Georgia (Georgia Code Annotated 50-5-59; 50-16-160) requires DOAS to maintain an accurate central inventory of movable equipment owned by the State. Under these laws and the regulations of DOAS, the College is required to maintain a perpetual inventory of all moveable equipment.

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Surplus Property

The laws of the State of Georgia require that all property, inventoried, non inventoried, and supplies be disposed of through the Surplus Property system of the State.

  • Procedures
  • Property and usable supplies that are surplus may be disposed of by contacting Inventory Control in writing. Inventory Control will contact DOAS to schedule an on-site assessment of the surplus property. After the assessment, Inventory Control will coordinate surplus pick up date with Plant Operations and DOAS.
  • Serviceable equipment will be placed in the unassigned property section for future use. If the equipment is media or computer related, OITS will be notified to inspect for serviceability. Departments/Units may select from these items and have them transferred at no charge. If it is determined that the property is obsolete, excessive or no value to CCSU, it will be transferred to one of the DOAS surplus warehouses.
  • The 1968 Surplus Property Act makes it a misdemeanor for a State employee to violate the Act with respect to equipment or supplies valued at less than $100, and a felony for a violation affecting equipment or supplies valued at $100 or more.
  • Inventory Control is responsible for coordinating the disposal of all surplus, obsolete, or unusable College equipment. Departments/Units must complete a Clayton State University's Property Movement Report and forward it to the Operation Services to initiate the process.

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Board of Regents Policy

The Board of Regents of the University System of Georgia states the following:

  • " Each institution must collect the initial data to be forwarded to the Central Section. This data is to be checked periodically by a physical count. This to be accomplished on a cyclical schedule so that a physical count is made of each item at least annually."

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Unassigned Property

Unassigned property is an accumulated item that is excess to the needs of a Department/Unit. Inventory Control will screen these items to determine condition and disposition. Inventory Control will prepare the appropriate transfer documentation.

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Clayton State Policy

Due to the passing of Senate Bill 73, and effective as of July 1, 2003, institutions are required to track only those items with an estimated usable life expectancy of three years or more an item acquisition cost of $3,000 or more.

The Inventory Control section of Operation Services is responsible for maintaining a perpetual central inventory from information provided continually by the various Departments/Units and from annual inventories. Inventory Control records acquisitions, affixes decals to equipment, records dispositions of equipment, verifies and prepares reports of periodic inventories.

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Trade-in of Items

State Purchasing closely reviews all requests for trade-ins of equipment items against the purchase of similar equipment and will occasionally permit trade-ins if the item to be traded can not be transferred to another State agency or sold for more than the trade-in value. All trade-ins must go through Inventory Control and have the permission of DOAS to process.

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Definition of Equipment Items

All items meeting the following definition must be placed on Clayton State University's inventory records despite the source of receipt or funding.

  • Inventoried equipment items are those non consumable items which:
    • Do not fasten to the building;
    • Are not plumbed or permanently wired or attached to another piece of existing equipment;
    • Are not fragile with normal handling (not made of glass or easily breakable material);
    • Are portable to be moved or used with another piece of equipment;
    • Are located externally of another piece of equipment in the event the item plugs to other equipment;
    • Have an acquisition value of $3,000.00 or more;
    • May be expected to be in service for a minimum useful life of three or more years;
    • "A system of components that cannot be used independently of a system, should be classified as inventoried equipment when the system cost is over $3,000.00 and the components meet the other listed criteria for equipment."
  • Non-Inventoried Equipment is any item that meets the definition for inventoried equipment except the value is less than $3,000.00. These items are not required to be on the master inventory listing.
  • Exceptions -- The following are the items that are inventory controlled without regard to the $3,000.00 minimum cost:
    • Books (Library) -- only if procured through Library Accounts and cataloged by the Library;
    • Firearms;
    • Original works of art
    • Classroom furniture, seating, stools or large quantities of furniture. These items are not listed individually but are added to the inventory records by total amount of purchase order. The purchase order total must be more that $3,000 and one inventory number will be assigned.
  • Gifts -- items received as gifts should be assigned a value based either on the value established by the donor or on the estimated fair market value. The fair market value can be estimated from a recorded price of similar item previously reported or such other sources of information as maybe available locally. When the estimated cost is over $3,000.00, all appropriate documents must be provided to inventory control.

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Surplus Warehouse

To visit and purchase from one of the Surplus Property Warehouses, and individual must have a written pass which is only good for one specific day visit. The pass is issued by Inventory Control with the approval of DOAS and the Department/Unit head. The nearest Surplus Warehouse location is:

  • Georgia State Agency for Surplus Property
  • 2072 North Bibb Dr.
  • Tucker, GA 30084
  • (770) 414-6468

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Department Inventory Coordinators

Each Dean, Director, Department Head or other Administrator responsible for property is accountable to the President for all property assigned to the respective Department/Unit. Each Dean, Director, Department Head may delegate basic inventory responsibility to a coordinator. The coordinator would be responsible for annual departmental inventories; surplus coordination with Inventory Control; and notification of acquisitions of equipment.

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Annual Inventory

The Department/Unit head is responsible for conducting an annual inventory of inventoried equipment when requested by Inventory Control. Inventory Control will provide a listing of equipment charged to each Department/Unit. The list should be verified for accuracy and any discrepancies should be noted on the original equipment listing. The listing should be signed by the Department/Unit head and forwarded to Inventory Control who will perform an audit with the Department/Unit. After completing the reconciliation, Inventory Control will prepare an itemized inventory list showing the total dollar amount of the gain or loss in inventory. The Department/Unit head must immediately notify Inventory Control and Public Safety of any item stolen or damaged by malicious acts. If an item is not located during the annual inventory of the following year, Public Safety will be advised, and it will be removed from the inventory records.

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Use of State Property

The Board of Regents of the University System of Georgia states the following:

  • "Personal property owned by an institution shall be used only for institutional purposes. No employee in the University System shall permit such property to be removed from the campus of an institution for use on either a rental or loan basis if the use for other than institutional programs".

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Transfer of Equipment Procedures

A Department/Unit must notify Inventory Control of any transfer of equipment to another Department/Unit or movement to another building. This includes repairs or lending of items to Departments/Units in another building. Internal departmental records need to be maintained if a Department/Unit remains accountable for any inventoried items that are being moved to another room in the same building.

To document a transfer or movement, the Department/Unit must complete a Property Movement Report and submit it to Inventory Control. The Dept/Unit will coordinate with Plant Operations to arrange the transfer of items.

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Personal Equipment used by a College Employee

Any items of personal equipment used on campus in connection with an employee’s responsibilities will not be inventoried, tagged or insured. The responsibility for such equipment rests entirely with the owner. College insurance does not provide for personally owned equipment, nor provide transportation or repair items that are not owned by the College.

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Department/Unit Inventory Requirements

For inventoried equipment, the following information should be maintained:

  • Description of equipment including model number
  • Serial number
  • College property decal number
  • Building and room location
  • Transaction date (date received)
  • Purchase order number

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