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Auxiliary Services

Asset Management - Inventory Control

Asset management is very important in every institution of higher education. It allows administrators, faculty, and stuff to track all received and inventoried assets throughout the district. Our asset management software (BarScan) allows us to do just that. The system also helps us reduce equipment loss and waste, and assures compliance with the current and future regulations. Asset management is conducted by the Inventory Control team that is part of Auxiliary Services department.

The asset management policies and procedures manual is divided into five sections:

    • Asset receiving and tagging
    • Asset transfer
    • Asset physical inventory
    • Disposal of college owned assets
    • Home use of college assets
    • Theft

Each section establishes specific rules and procedures. Adherence to these rules and procedures in mandatory.

Asset receiving and tagging
All assets for the entire district are received at the central shipping and receiving department located at 801 West Fort Street, Detroit, MI 48226.  The receiving function is also critical in allowing our accounts payable department process prompt and accurate payments to our vendors.  All assets that have a unit acquisition cost of $2,000 or more, with the exception of computer equipment which is inventoried at $500 or more and a useful life of one year or greater, are to be included in the inventory. All inventoried assets will have a tag affixed to them. All the information pertaining to tagged assets will be uploaded to the BarScan system.

Asset transfer
The following guidelines and procedures must be followed before any college- owned assets are transferred:

  • To determine if the transfer is permanent, temporary, or loan.
  • A consignment form created my Asset Management team must  accompany any transfer.
  • A copy of approved consignment form must be sent to Inventory Control Clerk in order to  update BarScan data.

Asset physical inventory
Inventory control team conducts monthly spot checks as well as annual complete inventory check of any college- owned assets. It enables the college to check the accuracy of the inventory records and to wright off the assets that are no longer in use.

Disposal of college owned assets
Before any assets are disposed, the following measures have to be followed:

  • Determine if there are any restrictions on disposal that might implemented by the college or any outside agency.
  • Determine if the assets are needed in any other campus or department

Any disposition is to be accompanied with Equipment Disposition Form. The Auxiliary Services Department will arrange pick up an temporary storage of the assets to be disposed. In case of computer disposal, all the files must be erased form the computers prior to disposal. This is to be coordinated with IT department.

Home use of college assets
All employees must fill out a Consignment Form prior to taking any assets off of college property.  Assets requiring Consignment Form are as follows; PCs, laptops, and any other audio and visual (AV) equipment. Upon ending of employment with the college, employee in possession of the college assets must return the assets to the college.

 
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