Disposals under $250.00 must be reported on the “Request for Property File Adjustment” form (FMS-FA6). Disposals over $250.00 must be reported on the “Request to Dispose” form (FMS-FA3) and submitted to the Inventory Unit. If an item was stolen, then the school/office must make a police report and complete the “Report of Loss or Damage to State Property” form (Form E-9) for submission to the Inventory Unit within 10 days of the incident in order to obtain reimbursement. The Inventory Clerk sends the listing of all disposals to the Accounting Director for approval. Upon approval, the Inventory Clerk returns a copy of the approved FMS-FA3 to the school or office for physical disposal of the asset and attaches a “Certificate of Disposal” form (FMS-FA8) for the school to complete when the physical disposal takes place. This form is then submitted to the Inventory Unit upon completion.
For transfers of assets between schools, schools are required to complete the “Request to Transfer” form (FMS-FA2) and submit it to the Inventory Unit.
Annually at the end of the fiscal year, inventory reports are generated by the Enterprise Systems Branch (ESB) in the Office of Information Technology Services (OITS). The printed reports along with the “Certification of Annual Inventory Report” are sent to the schools and offices by the Inventory Clerk. The school/office is responsible for verifying the existence and accuracy of all items on the inventory listings received. The school/office must send back the approved “Certification of Annual Inventory Report” to the Inventory Unit by mid-August of the respective year.
Excerpt from DOE Internal Audit Fixed Assets Management Review Issue Date: April 2015