Fixed Asset Managemen 2012 A -...

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FAM User Web Form Instruction Guide Revision updated by Cheryl Blevins 3/13/2012 12:19 PM

Fixed Asset Managemen2012

A new year….A new wayThis online Web Form replaces all prior paper versions of the Asset Inf

Moving us forward to help better manage all assets within the guidHCDE Board Policy, State, and Federal Law!



Page Suggestions, Ideas, and Contacts 4 Let’s Logon to Begin 5 Log onto the IFAS Fixed Asset Web Form 6 FAM User—Main Page 7 New Asset 8‐9 Update Item 10‐11 Transfer/Surplus 12‐13 Disposals 14‐15 Labels vs. Tags 16 Obtaining Tags & Property Labels 17 Tagging Assets and Definition of a Fixed Asset 18‐19 Physically Untaggable Assets 20 Items Which Do Not Require an Asset Tag 21 Primary Codes 22 Description Suggestions 23 Serial Number Suggestions 24 Departments Listing 25 Donations—FMV (Fair Market Value) 26 FAQ’s (Frequently Asked Questions) 27‐28 Pulling FAM Reports 29‐31 Approval Process 32 Receiving Fixed Assets in IFAS 33 Location FAM Users—Sign‐up Sheet 34 Location—Year‐end Physical Inventory Summary 35 Appendix—Board Policy 36‐41 Appendix—Federal and State Law 42‐43


Please feel free to make suggestions or add your ideas to make the FAM USER Web Form betterOur main goal is to build this system so that we, together, can manage our inventories with more accuracy

If you need assistance, please contact: Cheryl Blevins (7:00am‐3:30pm) Phone: 209‐5643 Fax: 209‐5648 blevins_cheryl@hcde Additional assistance/training: Mike Ballard Phone: 209‐8764 IT Building—VAAP

There are errors in the system and it will take all of us working together to straighten them out. If you have quewhich belong to any of the following departments, please email the contacts to help clear up any issues. Some departmwork from two separate systems. Help us streamline all assets into one system only!

DO NOT reassign, transfer, or dispose of any asset belonging to:

*Exceptional Education Vanessa Higdon or Charlese Maxwell *ESOL Irene Pagnani or Julie Legg *Family Engagement & Community Lakweshia Ewing or Vickie Kellum *Federal Programs Gail Phillips or Preston Gonter IT (Information Technologies) Contact the IT HelpDesk *Pre-K (Federal) Brenda Benford, Terri Rodriguez, or Sonya Ecton SACC (School Age Child Care) Cathy Loftis, David Crane, Jeff Lyles, or Jane Barke School Nutrition Dan Diener or Carolyn Childs *Vocational – Career & Technical Ed. Diana White or Briggs Smith

Maintenance Ron Smith or Harold Thrower County Government Cheryl Blevins

To reassign, transfer, or dispose of Sensitive ($100‐999.99) or Controllable ($1,000‐4,999.99) assets belonging to the above departmeauthorization from the Director or their designee. Call or email the department contacts requesting permission. You may be asked t

Tag#, Serial#, FAID#, and any other pertinent information. You may be given verbal authorization for assets to be entered into the IF be granted through the IFAS workflow.

If written authorization is deemed necessary by the Department Director or Designee, you may obtain this via email. Once permissio scan the written approval into PDF format. Enter the asset in the appropriate form and ATTACH it before pressing the ACCEPT button

*Please remember HCDE must obtain written permission from the State of Tennessee Department of Education for disposal of ana cost/value over $5,000.00. You may not proceed with any data entries on Capital Depreciated assets until directed to do so in w


Together we can build this system to work for all of us!

Let’s logon to begin!

This online Web Form replaces all prior paper versions of the Asset Inf

Moving us forward to help better manage all assets within the guidHCDE Board Policy, State, and Federal Law!


Log onto the IFAS Fixed Asset Web Form

Choose: FAM USER

If you have been working in Fixed

Asset Management, simply remove the checkmark in

that choice.

The FAM USER is NEW!

Be sure to click:

Save

FINALLY…..LET’S GET STARTED!

You now have access to reports and data entry.

Let’s go into the Data Entry Form!

Click on: FAM

If you are already an IFAS user, then log on as you normally do! Otherwise, follow the link: http://10.0.10.26/ifas7/login/login.aspx?ReturnUrl=%2fifas7%2fhome%2fdefault.aspx

Logon using your HCDE Employee Online Username & Password. Do not use your Power School logon!

Now that you are logged in, let’s add the FAM USER tab! (You only have to do this the first time!)

http://10.0.10.26/ifas7/login/login.aspx?ReturnUrl=%2fifas7%2fhome%2fdefault.aspx�


FAM USER ‐ Main Page

You have thfollowing ACTIO

New Item

Update Item

Transfers/Dispo

Use the TAB ke

scroll barsto maneuver thro

BEFORE you BEGIN or when yANY OF THE FORMS

Press the F5 KVerify the Requestor and the D

If you forget to do this, then any entr

and result in a FAILURE to Pwhen you press the ACCEPT

We’ve hit F5, so let’s choose the ACTION and move to the next form! Click o


AVOID DUPLICATIONS! A new item is one that is NOT ALREADY in the FAM s

If unsure, then move to the UPDATE Item form to run a search on the Tag # or SerIf it is a new asset to be entered in the FAM system, then let’s begin:

SEPARATE YOUR WORK! You cannot move from one form to another. All data will

You may enter as many items in one session as time permits! Just click on: ADDTo delete the last line, just click on: DELETE LINE

1. TOTAL COST of any asset must include any additional charges such as labor/installation and shipping! 2. Enter all of the New PURCHASES together. When finished, attach any related documentation in PDF format, th You will receive a confirmation. Press the F5 key to begin another form! Verify the Requestor & Date! 3. Enter all of the PURCHASES BY PTA, BOOSTERS, etc. together. When finished, attach any related documentation in PDF format, press the Accept button. You will receive a confirmation. Press the F5 key to begin another form! Verify the Requestor & Date! 4. Enter all of the PURCHASES BY GRANTS together. When finished, attach any related documentation in PDF for press the Accept button. You will receive a confirmation. Press the F5 key to begin another form! Verify the R 5. Enter all of the Donations together. Donations must have the documentation showing the steps taken to obta FAIR MARKET VALUE. When finished, press the Accept button. You will receive a confirmation. Press the F5 key to begin another form! Verify the Requestor & Date!


FAM USER ‐ New Item

You’ve pressed Accept, got your confirmation, hit F5New Items. Let’s choose the next form! Cl

Choose which Acquisition: Purchase Private Donation PTA, Boosters, etc. Grant Location # (Drop down) ***Enter your 3-digit Location # Department (Drop down) ***What department paid for this asset or is responsible for the assignment? Tag # FAID # - Automatically generates after you press the ACCEPT button! Do not manually type or edit the FAID#. Asset Description Make/Manufacturer Acquisition Date Model Cost $: Total Cost must include any additional charges! VIN/Serial No. Primary Code Check the list! (Page 22) Fund Source: 050 – General Purpose PO # Room # ***Room # is only 4-digits. Stay consistent! Room Description Contact Responsible ID: HCDE Employee ID # (Not Power School #) Comments: Keep the comments short. Employee ID: Enter & press tab key Employee Name: Automatically populates after ID# entered Department: Automatically populates after ID# entered

Add any attachments in PDF format BEFOAction Bar: Don’t click on the wo

Click on the “thumb tack” be


Search for assets by either: Tag # FAID # VIN/SeUpdate/Correct any and all existing information within each of the

SEPARATE YOUR WORK! You cannot move from one form to another. All data will

You may enter as many items in one session as time permits! Just click on: ADD

To delete the last line, just click on: DELETE LINE (We have found it best to process 10‐20 lines p

1. If you search for an item and the LOCATION is not your location OR it is blank, then DO NOT update any info You will receive a Failed to Post error when trying to submit. Gather all of the items together that need to be Enter all of the Updates which do show the correct location. Then move to the TRANSFER form. Run the transfer of the item to your location first! Then use the UPDATE fo 2. If you search for an item by either the Tag# or VIN/Serial No. and nothing appears, then the item may not be First, check to see if the item appears on your FA1058B Master Inventory report. If it does appear on your inv User may be updating information and the item may be within the IFAS workflow already. If not, you will need Gather all of the items that need to be entered as “New”. Enter these separately! 3. Status (drop down): AC = Active ***If an item shows anything but AC, change it to AC! 4. Condition of an asset (drop down): New (Purchased this year.) Good (Working) Fair (Repairs planned.) Poor (R 5. *Room # is up to 4‐digits and very important! Stay consistent. Do not hyphenate or use any separator! Use Some Examples: Main Office = MNOF Asst.Principal Office = APOF Library = LIBR Cafeteria = C Classroom = 102B Communication Closet = COMM Computer Lab = CPLB *One of the reports is designed to pull the data by ROOMS. Entering this data and staying consistent will help you stay organized. Example: Someone broke into the location during the night. What was in the room? Example: You want to run an inventory down one hallway. What are the room numbers?


FAM USER ‐ Update Item

You’ve pressed Accept, got your confirmation, hit F5Update Items. Let’s choose the next form! Click on:

Tag # FAID # - Automatically generated. Do not manually type or edit. VIN/Serial No Status (drop down): AC = Active ***If an item shows anything but AC, change it to AC! Condition (drop down) choose: New, Good, Fair, or Poor School Location: Automatically generated. Do not manually type or edit the Location! Department: ***What department paid for this item or is responsible for the assignment? Asset Description: Simplify the description. Stay consistent. Make/Manufacturer Acquisition Date Model Cost $ Primary Code Check the list! (Page 22) Fund Source: 050 – General Purpose PO # Room # ***Room # is only 4-digits. Stay consistent! Room Description Contact Responsible ID: HCDE Employee ID # (Not Power School #) Comments: Keep the comments short. Employee ID: Enter & press tab key Employee Name: Automatically populates after ID# entered Department: Automatically populates after ID# entered

Add any attachments in PDF format BEFAction Bar: Don’t click on the w

Click on the “thumb tack” b

Search for items by either: Tag #, FAID#, or VIN/Serial No.

Check the Location first before you add more lines!


Search for items by either: Tag # FAID # VIN/Se Transfer is used for moving an item from one HCDE building location to another HC

This is not for moving items from room to room within the same buildiRemember….By law, you may not sell, barter, or give away to any outside entity an item which

SEPARATE YOUR WORK! You cannot move from one form to another. All data will be los

You may enter as many items in one session as time permits! Just click on: ADD LINETo delete the last line, just click on: DELETE LINE

1. If you have an asset in your building location but is incorrectly listed at another location. Permission to transfe Transfer the item to your location first! Note in Comments: CORRECTION ONLY When finished, then use th info! There may be a delay in accessing the item until the approval workflow completes. 2. If you have assets that are no longer used within your location but another location would like to have them, c Department Director/Designee for permission. Convert written permission into PDF format. Enter the item in the information concerning the destination location. Be sure to attach the written permission before pressing 3. You will need to arrange transport of transferred equipment. Neither the Warehouse nor IT Departments have equipment throughout the system. There is very limited/no storage space available for working equipment so help find a new HCDE home for this equipment. (Remember: Title I to Title I ONLY) Please do not request assistance in transporting equipment. 4. Directors may request assistance with special moves by emailing Leon Rash. Please remember to take an inven

Transfer form when the move is finished. An email reminder will be sent. 5. If you have a large amount of working equipment (computers) and have tried to find another location within H

you are unsuccessful, email Leon Rash. We will work with these requests as needs arise. If you are approved Surplus pick‐up, then enter the items and Request a Pick‐up. Transfer the assets to: Location #998 6. If an IT Technician removes items for either repair or reassignment, transfer the assets to: Location # 995


FAM USER ‐ TRANSFER/SURPLUS

You’ve pressed Accept, got your confirmation, hit F5Transfer Items. Let’s choose the next form! C

Choose: TRANSFER or SURPLUS To: Location (drop down) To: Department (drop down) To: Responsible ID - HCDE Employee ID # (Not Power School #) Room # ***Room # is only 4-digits. Stay consistent! Room Description: Contact: Do you need assistance transferring this item(s)? No Yes (ONLY if you have received prior written permission from Leon Rash.) Comments: Keep the comments short. Employee ID: Enter & press tab key Employee Name: Automatically populates after ID# entered Department: Automatically populates after ID# entered

Add any attachments in PDF format BEFORE you hit the Accept button! Action Bar: Don’t click on the words “Accept” or “Clear”.

Click on the “thumb tack” beside your choice.


Neither the Warehouse nor the IT Departments have thworking computer equipment throughout the system. available for working equipment. If you have a large amsuccessfully, to find another HCDE location that would Leon Rash.


Search for items by either: Tag # FAID # VIN/SeSEPARATE YOUR WORK! You cannot move from one form to another. All data will be lost.

Remember….By law, you may not sell, barter, or give away to any outside party an item which belongs to HCYou may enter as many items in one session as time permits! This is imperative with the Disposals because every subPLEASE DO NOT SUBMIT ONE ENTRY AT A TIME! Just click on: ADD LINE To delete the last line, just click on: 1. If you have items that no longer work, cannot be repaired, and belong to the location (school): The Principal may give permission to dispose through the IFAS workflow. Written permission is not necessary. Enter all of the items to be picked up by the Warehouse for DISPOSAL. Check them as BROKEN/DESTROYED O In the Comments section, enter: Broken Destroyed Dispose In the Comments section, enter: Stripped for Parts Dispose 2. If you have items that no longer work, cannot be repaired, and belong to a special department:

To dispose of Sensitive ($100‐999.99) or Controllable ($1,000‐4,999.99) assets belonging to the departments listed on page 4, you mauthorization from the Director or their designee. Call or email the department contacts requesting permission. You may be asked t

Tag#, Serial#, FAID#, and any other pertinent information. You may be given verbal authorization for assets to be entered into the IF be granted through the IFAS workflow.

If written authorization is deemed necessary by the Department Director or Designee, you may obtain this via email. Once permissio scan the written approval into PDF format. Enter the asset in the appropriate form and ATTACH it before pressing the ACCEPT button

*Please remember HCDE must obtain written permission from the State of Tennessee Department of Education for disposal of ana cost/value over $5,000.00. You may not proceed with any data entries on Capital Depreciated assets until directed to do so in w

3. If you have items which were stolen: You must obtain a Police Report and fill out a Public Liability/General Incident Report. Scan both the Police and the PLGI Reports into PDF format. Enter the items as Theft*. In the Comments section, enter: Stolen Date Police and Liability Report Attached An email will be generated to Risk Management to begin the process through their office. 4. If you have items still listed on your inventory and the Principal and Staff have not seen them for over five (5) y These items were lost or have been missing. Enter the items as Lost or Missing 5 yrs. In the Comments section, enter: Lost Missing over 5 yrs 5. Always check the status of an item first. Items must be “AC or IN” within the system for disposals.


FAM USER ‐ Disposals

You’ve pressed Accept, got your confirm

Choose: Disposal Choose ONE of the following: Theft*: A police report MUST BE ATTACHED. Lost of Missing 5 yrs Broken/Destroyed Salvage/Parts School Closing: This will be a combined effort between all depart-ments. Final inventory closure will be handled by Central Office. Sold*: You may not sell any items. This is used by Central Office to manage the auctioned items. Other*: Will be determined on an individual basis. Will you need item pick up? No or Yes

Add any attachments in PDF format BEFORE you hit the Accept button! Action Bar: Don’t click on the words “Accept” or “Clear”.

Click on the “thumb tack” beside your choice.


The Warehouse will pick‐up all items for dgenerated with a list of your entries. T

forwarded back to you and will include Leonnecessary in order to place it in the Wareho

Broken Destroyed Dispose

Stolen Date Police Report Attached

Disposed Already picked up

Lost Missing over 5 yrs

Stripped for Parts Dispose


All items purchased with Federal Funds MUST be labeled with a Department “Property of” label. EXAMPLES: PROPERTY OF FEDERAL PROGRAMS, PROPERTY OF EXCEPTIONAL EDUCATION, PROPERTY OF CAREER PROPERTY OF PRE‐K, PROPERTY OF FAMILY OUTREACH, PROPERTY OF ESOL, etc.. If the item is also a Fixed Asset: The item must ALSO have the HCDE Asset Tag (WHITE BARCODE) affixed and entered into the FAM system.


ALL Asset Tags: Cheryl Blevins (Warehouse) will issue an allotment of HCDE Asset Tags to either the TC or PrinThese tags are to be used for any asset the school purchases. If more are needed, just email your request for a

An additional allotment will be issued. (No more requesting one or two tags!) In order to speed up the process and to make sure assets are tagged correctly: Whoever initiates the purchase, processes, and receives on an asset is the one to issue/affix the EXAMPLES: 1. The school ordered, received, and paid for an item with school funds either within IFAS or not. The school will

Asset Tag. Location FAM Users will then update the IFAS FAM system. 2. The school ordered and received an item which was paid for using federal funds. The school will use their supp The school will contact the appropriate department Director/Designee to obtain Property Labels only. (Refer to the Department Contacts listed on Page 4.) Location FAM Users will then update the IFAS FAM syste 3. A Federal Programs Department which orders, receives, and assigns an item within IFAS will be responsible for

Property Label. (Refer to the Department Contacts listed on Page 4.) Department FAM Users will then update

Federal Programs will be issuing the Property of Federal Programs labels for everything purchased with these fund If unsure, contact Gail Phillips via email or call – 209‐8571. Work directly with her so that items are not duplica

(Vocational) Career & Technical Ed., Exceptional Ed., SACC, and School Nutrition will be issuing all of the HCDE tags and Property labels for everything purchased with these funds. (Refer to the Department Contacts listed on Page 4.) Work directly with them so that these items are not duplicated in the system! Maintenance Department and County Government will be working directly with Cheryl Blevins to issue and hand

assets. Do not issue any tags or make changes within the FAM system concerning any asset assigned to the MCounty Government.


All items purchased with Federal Funds MUST be labeled with a Department “Property of” label. EXAMPLES: PROPERTY OF FEDERAL PROGRAMS, PROPERTY OF EXCEPTIONAL EDUCATION, PROPERTY OF CARE PROPERTY OF PRE‐K, PROPERTY OF FAMILY OUTREACH, PROPERTY OF ESOL, etc.. If the Federally funded item is also considered a Fixed Asset: The item must ALSO have the HCDE Asset Tag (WHITE BARCODE) affixed and entered into the FA Items purchased with ALL funding and fit within the definition of fixed asset categories, listed beHCDE Asset Tag (WHITE BARCODE). Begin thinking about using the hand‐held scanners to verify inventory. Place the HCDE Asset Ta accessible to be read by the scanner!

AFFIX A TAG with HCDE Asset Tags (WHITE BARCODE) DEFINITION OF A FIXED ASSET: Any asset having a useful life of more than one year and a histo (or fair market value) of $100.00 or more. There are three categories of fixed assets: SENSITIVE Assets: Computer/Digital/Electronic items which are easily lost or stolen. These are valued between $100—$999.99 with a life expectancy of m CONTROLLABLE Assets: ALL items valued between $1,000—$4,999.99 with a life expectancy o CAPITAL DEPRECIATED Assets: ALL items valued OVER $5,000.00 with a life expectancy of mor


SENSITIVE Assets Computer/Digital/Electronic items which are easily lost or stolen with a life expectancy of more than one year and a cost of

$100—$999.99 (Donated or Purchased)

EXAMPLES listed but not limited to:

Computers (Towers/Desktops)

Laptops eReaders (Kindle, Nook, etc.) Tablets (Android, iPad, etc.)

TV VCR/DVD/Blue Ray Players

Laser Printers Video Cameras Camcorders

Digital Cameras Document Cameras

Scanners External Hard Drives

Handheld Radios/Scanners

Projectors (Purchased Separately)

Specialized Monitors (Purchased separately from a computer system to meet the special needs of an employee or student.)

CONTROLLABLE Assets All items with a life expectancy of more than one year and a cost of

$1,000—$4,999.99 (Donated or Purchased)

EXAMPLES listed but not limited to:

Servers

Computers (Towers/Desktops) Laptops

Promethean Board w/accessories Printers

TV Camera/Video

Handheld Radios/Scanners Surround Sound Systems Portable PA Systems

Furniture Pianos, Musical Instruments

Sporting Equipment Science/Classroom Lab‐Based Equipment

Instructional Aids/Kits

Projectors (Purchased Separately)

Specialized Monitors (Purchased separately from a computer system to meet the special needs of an employee or student.)

CAPITAL DAll items wmore than

ove(Dona

EXAMPLES li

ServeSpe

Computer

Promethea

CProjectors (

HandheSurrouPorta

Pianos, MSpor

Science/ClassroInstru

Wheel‐BasForklifts, Tra

Building


Create a MASTER NOTEBOOK or FILE of ALL FAM inventories and instructions. Keep the MASTER located in the MAIN OFFICE of each location. Choose a locaccessible to all FAM Users and Auditors. Use the template below for keeping up with items which literally cannot physically be tagged. In the UPDATE ItemsComments section: CANNOT BE TAGGED MASTER FAM FILE (EXAMPLE: Land, Instructional Kits with 1,000’s of pieces, etc.) Place the tag on this tem

Asset Tag # _______________________________ S/N#_ FAID# _______________________________ Asset Description: __________________________________ ACTIVE AND LISTED ON INVENTORY REPORT? ___YE NOTES: ________________________________________________

PLACE ASSET TAG HERE








Items which DO NOT require the HCDE Asset Tag (WHITE BARCO Any item under $100.00 in value. Any furniture under $1,000.00 in value. Classroom/Office: Desks, Tables, Chairs, Filing cabinets, Locking Cabinets, Shelving/Bookshelves, etc. Any items under $1,000.00 which are considered office supplies. Any calculator including TI85 calculators. Any Deskjet or low cost printers. Personal property belonging to an employee. These items may be recorded with a location Principal/Director, TC, or Boo insurance/loss prevention purposes only. Insurance claims differ from property liability claims. Monitors, keyboards, mice, power cords which come packaged with a computer system. Tag only the computer tower o Projectors, mounting brackets, accessories which come packaged with a Promethean Board. Tag the Board only! List as Maintenance Dept. and/or other equipment which is permanently mounted to a building structure. EXAMPLES: Permanently installed electronic systems where the wiring is built‐in: Intercom, PA, Security, Fire, Telecommunications, Communication Repeater Stations, IT Network Switches/Hubs and the mounting racks necessary to house these items. Attached mirrors, chalkboards, whiteboards, bulletin boards, etc. Attached shelving, cabinets, counters, etc. All Awnings and Doors All Flooring: Carpet, Tile, Wood, etc. Window Coverings: Blinds, Draperies, Curtains, etc. Stage Lighting, Rigging, Tracks, etc Attached Auditorium seating, Folding bleachers, etc. Handicap Accessible: Elevators, Lifts, and Ramps Outdoor equipment: Playground, Landscape, Furniture/accessories, Grills, Goal posts, etc. Permanently mounted to wall: Cafeteria Tables/benches, etc.


SCHOOL LOCATIONS – INSTRUCTION BASED RT REG INSTR CONTROLLABLE RD REG INSTR M&E 5 YR

SCHOOL LOCATIONS ‐ ADMINISTRATION BASED AT ADMIN CONTROLLABLE AD ADMIN M&E 5 YR

CENTRAL OFFICES ‐ (VAAP, DODDS, & W.40TH) OT CENTRAL & OTHER CONTROLLABLE OD CENTRAL & OTHER M&E 5 YR

MAINTENANCE DEPARTMENT MT PLANT OP/MAINT CONTROLLABLE MD PLANT OP/MAINT M&E 5 YR

EXCEPTIONAL EDUCATION (ALL) ET EX ED INSTR CONTROLLABLE ED EX ED INSTR M&E 5 YR

CAREER & TECHNICAL ED. (VOCATIONAL) VT VOC ED INSTR CONTROLLABLE VD VOC ED INSTR M&E 5 YR

SENSITIVE & CONTROLLABLE = Tagged assets with life expectancy of more than one year and a cost of: $100 – (Code ends in “T”) (EXAMPLE: RT) $1,000 CAPITAL DEPRECIATED = Tagged assets with life expectancy of more than one year and a cost of: over $5 (Code ends in “D”) (EXAMPLE: RD)

SCHOOL NUNT CHILD NUTR CONTROLND CHILD NUTR M&E 5 YR

STUDENT/PUP(HEALTH/NURSING,

STUDENT ASSIGPT PUPIL SERV CONTROLLPD PUPIL SERV M&E 5 YR

STUDENT/PUPIL TRTT PUPIL TRANS CONTROTD PUPIL TRANS M&E 5 Y

COMMUNITY(SPECIAL PROGRAMS, CO

CT COMM SERV CONTROLCD COMM SERV M&E 5 YR

ADDITIUN UNKNOWN ZZ ANTIQUITY


You may cut/paste the current hard‐to‐read description into the

Comments section. Just remember to REMOVE ANY SPECIAL CHARACTERS!

(If you forget, then you will receive a Failure To Post error.)

COMPUTER SYSTEM—PC

COMPUTER SYSTEM—IMAC

LAPTOP—PC

LAPTOP—IMAC

IPAD—CLASSROOM BASED IPAD—ADMINISTRATION BASED

SCANNER—COMPUTER BASED

PROMETHEAN BOARD WITH PROJECTOR, MOUNT, AND ACCESSORIES

CAMERA—DOCUMENT

CAMERA—DIGITAL HAND‐HELD CAMERA—FILM HAND‐HELD CAMERA—VIDEO HAND‐HELD

CAMERA—SPECIALIZED END ZONE—WITH ADDITIONAL ACCESSORIES AND

COMPONENTS

PIANO—UPRIGHT

You may change the descriptions of FAM items. Let’s begin to simplify these item descriptions to make it easier for everyone. These are suggestions and togeth


Some items do not have a specific serial number. Manufacturers use a STOCK nuUnfortunately, this causes an issue with duplicate serial numbers within the FAM s

You may EDIT/CORRECT the Serial Numbers of FAM items. TYPE ALL SERIAL NUMBERS IN CAPS.

DO NOT USE HYPHENS, SEPARATORS, OR SPECIAL CHARACTERS. USE ALPHANUMER

You have purchased forty specialty (40) tables. The manufacturer STOCK number is:

You cannot assign the same serial number to each item. Each serial number must be unique! So, toHCDE Asset Tag# to the end of the manufacturer’s STOCK#. You have Asset Tag# 090001 r

The new UNIQUE serial number to assign is now: FEB2012090001

Affix the tag to the specialty table, correct/update all data within the FAM syste

If corrections to the duplicated serial numbers are not made, then the hand‐held scanner project w(The scanners will only see one (1) table. Not 40.)


ADMIN‐CO ADMINISTRATION‐CENTRAL OFFICES ADMIN‐SCH ADMINISTRATION‐SCHOOL BASED CSAS‐LOWER CSAS‐LOWER GRADE LEVELS CSAS‐UPPER CSAS‐UPPER GRADE LEVELS DAWN‐ADMIN DAWN SCHOOL ‐ ADMINISTRATION DAWN‐CLASS DAWN SCHOOL ‐ CLASSROOM EBE‐INT E BRAINERD‐INT CLASSROOM EBE‐PRIM E BRAINERD‐PRIMARY CLASSROOM ELEM‐CO ELEMENTARY DEPT‐CENTRAL OFFICE ELEMENTARY ELEMENTARY SCHOOL ‐ CLASSROOM ESOL ENGLISH SPEAKING OTHER LANG EXED‐AC ACCESS CENTER EXED‐AT ASSISTIVE TECHNOLOGY EXED‐AU AUDIOLOGY EXED‐AUMOB AUDIOLOGY MOBILE EQUIPMENT EXED‐CENTR EXED ‐ CENTRAL OFFICE EXED‐DE DEAF ED EXED‐EXED EX ED EXED‐OP OT‐PT EXED‐PR PRE SCHOOL EXED‐PS PSYCHOLOGY EXED‐SL SPEECH/LANGUAGE EXED‐STGRB STORED GARBER TO BE ASSIGNED EXED‐STW40 STORED W40TH TO BE ASSIGNED EXED‐STWHS S TORED WAREHOUSE TOBE ASSIGNED EXED‐VS VISION EXED‐VSMOB VISION MOBILE EQUIPMENT FAMILY‐21 FAMILY 21ST CENTURY FAMILY‐CO FAMILY COMMUNITY‐VAAP FAMILY‐RC FAMILY RESOURCE FEDPROG FEDERAL PROGRAMS

This listing is a way to better separate equipment within any location throughout the system. It will also give Department Directors a better way to gather information concerning their specific items/equip

If you would like to add departments, please email your ideas/suggestions to Cheryl Blevins. FFE FUND FOR EXCELLENCE FINANCE‐BK FINANCE DEPT‐SCHOOL BOOKKEEPER FINANCE‐CO FINANCE DEPT‐CENTRAL OFFICES GRBR‐TXT GARBER‐TEXTBOOKS‐MEDIA GUIDANCE SCHOOL GUIDANCE HIGH‐CMB COMBINED SCHOOL‐HIGH CLASSROOM HIGH‐SGL SINGLE SCHOOL ‐ HIGH CLASSROOM HLTH‐ADMN HEALTH SERVICES‐ADMINISTRATION HLTH‐COORD HEALTH SERVICES‐COORDINATED HLTH‐NRS HEALTH SERVICES‐NURSING HLTH‐SCRN HEALTH SERVICES‐ACUITY SCREEN HR‐CLS HR DEPT ‐ CLASSIFIED HR‐CRT HR DEPT ‐ CERTIFIED IT INFORMATION TECHNOLOGIES JROTC‐ARMY JROTC ‐ US ARMY PROPERTY JROTC‐HCDE JROTC ‐ HCDE PROPERTY LIBRARY SCHOOL LIBRARY AND MEDIA MAGNET‐CO INNOVATIVE PROG‐CENTRAL OFFICE MAGNET‐SCH MAGNET SCHOOL ‐ CLASSROOM MAINT MAINTENANCE DEPARTMENT MIDDLE‐CMB COMBINED SCHOOL‐MIDDLE CLASSRM MIDDLE‐SGL SINGLE SCHOOL‐MIDDLE CLASSROOM MTH‐SCI‐CO MATH AND SCIENCE‐CENTRALOFFICE NA NOT AVAILABLE

PRE‐K PRE‐KPRE‐K‐ERF PRE‐KPRINTSHOP PRINTRECORDS‐CO STUDRISK RISK SACC SCHOSCH‐ART SCHOSCH‐LANG SCHOSCH‐MTHSCI SCHOSCH‐MUSIC SCHOSCH‐PESPT SCHOSCH‐THTR SCHOSDC STAFSECOND‐CO SECOSNP SCHOSPC‐CHAR SPECSRO SCHOSTARS STUDSTDNT‐SRV STUDSTDNT‐SW STUDVOC‐CT CAREVOC‐PRK CARE


Donations should be entered under the “NEW” category. You must enter a FAIR MARKET VALUE (FMV). You may notThis can be obtained easily by searching through an online source with pricing BASED in the US such as eBay, TigerDiritem’s cost/recent sales. Don’t rely on just one entry. Look for 2‐3, if available, and then average the dollar amount. steps taken for obtaining the FMV within the COMMENTS section. Print the online sources, scan them into PDF formapressing the Accept button! Determining FAIR MARKET VALUE of a DONATION: ***Computer related donations need to follow the standards of the IT Dept. TAG ONLY if acceptable and each item is

FIRST: Check to see if the item will be acceptable!

http://www.hcde.org/inside-hcde/divisions/business-administration/information-services/computer-dona

http://www.hcde.org/inside-hcde/divisions/business-administration/information-services/computer-donations/minimum-syste ***Other types of donations: Pianos, Tables, Desks, Bookshelves, Cabinets, etc. TAG ONLY if each item is estim This may help determine the estimated value:

Estimated Cost of similar item ÷ Number of Years (Mfg. date) = Estimated FAIR MARKET VALUE

EXAMPLE: Computer was manufactured four (4) years ago. Similar average cost is $435.00 in eBa$435.00 divided by 4 = $108.75 (ESTIMATED FMV)

If a similar item can be located for sale or recent sales within the US on eBay or Craigslist, print that item off to use as Convert the file to PDF. Enter the data in the web form and upload this into the system to show proof of steps taken.Add notes within the Comments section: eBay US similar item cost divided by 4 equals FMV REMEMBER: DO NOT USE SPECIAL CHARACTERS WITHIN THE COMMENTS SECTION

http://www.hcde.org/inside-hcde/divisions/business-administration/information-services/computer-donations�

http://www.hcde.org/inside-hcde/divisions/business-administration/information-services/computer-donations/minimum-system-requirements�


Q = We have purchased five (5) promethean boards. How do we figure the cost for each one? A = Add the total cost of all five (5) packaged unites (board, projector, mounting, accessories). $25,000.00 Add all installation labor (if any) 650.00 Add all freight (if any) 475.00 Add any additional charges incurred on/after receipt of equipment (i.e. needed special cables) 325.00 Use GRAND TOTAL: $26,450.00 Divided by 5 = Total Cost per Item: Q = We have purchased 80 computer systems. How do we figure the cost for each one? Do we tag all of the monitors, keyboards, mice,A = Use the same basic formula as in the question above to calculate the cost/unit. Just divide by 80. Tag only the computer tower/desktop. Do not tag all of the monitors, keyboards, mice, and speakers packaged with the units. Q = We purchased new computers for all of our teachers. The computers came with 15” monitors. One teacher needed a larger monito We purchased a special monitor just for that teacher. Do we add this to the FAM and tag it? What do we do with the 15” monitor?A = Tag ONLY the separately purchased monitor! If the item was purchased and received within IFAS, then you would enter the UPDATE If the item was purchased and received NOT USING IFAS, then enter the NEW Item form. Add the item as NEW Purchase. Use the 15” monitor somewhere in the building. We are not tracking these. Q = We have purchased items and they aren’t listed in the “Tagging Assets” list. Do we tag these? A = Maybe. We are building the list of items to be tagged so that there is less confusion. Check the HCDE Fixed Asset Policy first. Still co Email Cheryl Blevins. We will make the decision and possibly add the item to the list. Q = We have received donated equipment from a local retailer. Everything is brand new. They gave us a receipt &/or letter stating the r Do we still have to go through all of the steps to find the FAIR MARKET VALUE? A = No. Scan the receipts &/or letter stating the retail value into PDF format. Enter the items individually as a donation and attach the P Use the cost provided divided by number of units. Q = We have accepted donated equipment and tried to find comparable machines online to estimate the cost. They aren’t made anymo We don’t believe they are worth over $100.00. Neither does the IT Department. The computers are old but we can still use some ofA = No, BUT, you must show all of the efforts that you have tried to locate FAIR MARKET VALUE on old equipment. Keep this paperwork Mark the computers with permanent ink: DONATED CURRENT YEAR TAG NOT REQUIRED Q = We have had two computers replaced by the manufacturer. Both were under warranty. We sent them back and the tags were still o the new replacements? We know what the old tag numbers are. A = Currently, until a tag printer is obtained by Cheryl Blevins, issue a new tag per each unit. Enter the UPDATE form and search for the O Simply, edit the old tag# to read the NEW tag#. In the Comments section, type: Warranty replacement of unit New tag


Q = The Booster’s Club purchased a new wrestling mat for the school. Do we tag this? A = Yes, if it is over $500.00. Add it as a NEW Item Purchased and choose the Acquisition: PTA, Booster’s, Grant. This is one of those items that cannot be physically tagged. Assign the tag in the system and affix the actual tag to the “UNTAGGABL NOTEBOOK. Enter all of the information to complete both the FAM system and the UNTAGGABLE Items List. Q = I have read over all of the instructions. I have printed copies and made the MASTER FAM Notebook. I have attempted to enter the d FAIL to POST errors when I press ACCEPT. What am I doing wrong? A = It could be one of the following: 1. You forgot to hit the F5 key BEFORE you began. You forgot that this refreshes the form and populates the Requestor Name 2. You forgot to choose to ACTIVATE an item within the UPDATE form. STATUS: Choose (drop‐down) AC Always check the status of an item first. Items must be “Active” within the system. These are the FAM STATUS CODES: AC = Active IN = Inactive DI = Disposed 3. You were working in the Disposal forms. You were trying to DISPOSE of an item. At some point, whether intentional or not, the item had already been disposed within the system. The Status Code was DI. In the Disposal form, ALWAYS CHECK THE STATUS before adding the next item. If it shows DI, then just know that the item had already been disposed. Delete that line and continue with your other dispos The Status of items for disposal MUST be either AC or IN. 4. You forgot to check the LOCATION of the item within the UPDATE form. You may have had several items updated but one ( not yours or it was blank. Remember, these entries must be treated as a TRANSFER to your own location first! 5. You used special characters in your COMMENTS section. You will receive a Confirmation after you press ACCEPT. If the Confirmation states FAILED TO POST. All items will have to be re‐ente


FAM REPORTS LISTING: FA1058B: Fixed Asset Listing by Location with Comments & Department Use this for your MASTER Inventory Report! This shows all information associated to each item. FAM001: FAM Listing Use this AFTER you have entered data. This will show entries just after pressing accept but BEFORE an The date is tricky on this one. Enter the beginning date as normal. Enter the ending date as one day af EXAMPLE: You entered data on February 27th only. Enter the beginning date as 02/27/2012. Enter the ending date as 02/28/2012. We are also suggesting you capture screenshots of your data entries. Do this BEFORE you press ACC (Screenshots: Simultaneously, press the ALT button while pressing the Print Screen button on your key Open Word. Click: Edit > Paste Either SAVE or PRINT these screenshots off. Place with your paperwork so you can quickly view everyth FA1208: FAM Tracking by User Use this to see where your data entry is in the work FA3021: Duplicate Tag Numbers Listing Use this report to help clear up issues of DUPLICATE FA1318: Duplicate Serial Number Report Use this report to help clear up issues of DUPLICAT FA1148A: Fixed Asset WO Tag or Serial Numbers Use this report to help clear up issue FA3031: List of Fixed Assets where Primary Class is Blank Use this report to help clear up issue FA1118: Fixed Asset Listing by PO Use this report to help locate items from a specific FA1038: Fixed Asset Disposal Listing Use this report to help locate items which have bee


On the FAM USER page of IFAS, there are reports you may use for inventory purposes. All of the reports use basically the same steps as far as “pulling” the dat Let’s begin by pulling the FA1058B—Fixed Asset Listing by Location with CommentsDepartments. This is your main inventory report to use as your MASTER.

Click on: FA1058B

Delete the asterisk and type inuse the drop‐down to choose.

Delete the asterisk and type:

Leave the date or use the drop

Leave the asterisks for Depart

If you want to print the report


You will see the Report Status: Starting. Then you will see the Report Status

Convert the report to PDF. Click on the Adobe icon. Click: File > SAVE AS SAVE the file to your hard drive.

Convert the report to an Excel spreadsheet. Click on the paperclip with the yellow paper attached. Click on: XLSGEN Output Choose to OPEN the file! Click: File > SAVE AS SAVE the file to your hard drive.

AFTER YOU OPEN and CONVERT the files to either PDF OR XL

DON’T WORK WITH THE FILES WHILE YOU ARE IN IFAS. CLOS Separately, save both of the files to your hard drive choosing Name the files: Location_LocNumber_LocName_DetailedInventory_Numeri Location_LocNumber_LocName_DetailedInventory_Numeri EXAMPLE: Location_831_Warehouse_DetailedInventory ***The filename now shows the location number, Location N and the date the report was pulled.

You may now work freely with the reports directly from


You will see how many entries When finished, just close the wAt the Home Page, press the F

When you log onto IFAS, do you see this link on the HOME screen? Asset Manage

This is the APPROVAL workflow for data entries. You may be listed as Approval #1, Alternate Approval, or Department Direct

Once you click on the Asset Management Web Form link, you will see an All Pe

These are entries requiring attention before moving through IFAPlease check often to help manage the workflow of these entrie

Final approval will flow to Cheryl Blevins before submission into the main Asset Managem

Under the All Pending Tasks list: Click inside the box beside AND on the line showing:

Employee ID# ‐ Date. (If the date is missing beside the Employee ID#, then you know that the person forgot to hit the F5 key before entering the data.) Data may be lost due to this. You may choose to REJECT this entry and ask the person to resubmit the data. (Print the page so that these entries may be double‐checked.) You will see the data associated to the entry on the right‐hand of the screen. .

A comment box will appear. Type a comment such as: Approved or Rejected Need Date

You will see a GREEN CHECKMARK, a RED X, or a FORWARD TO arrow.To APPROVE, just click on the GREEN ARROW


Please make sure you are entering the A

There are three (3) columns twhile receiving eac

If you haven’t done so

MOVE the Tag column beside

Tag = Fixed Asset Tag: (WhHAMILTON COUNTY DEP

Asset ID = Use the drop‐d

This is the system gen

Serial # = UNIQUE NDo not use any special charact

DO NOT DUPLICATE SERIAL NUMBER

WHITE BARCODE LABEL

AUTO ASSIGN

UNIQUE NUMBER


Principals and Directors, please advise all staff to report any changes to inventory directly to the following FAM This will greatly help everyone manage the data entries! School Location or Department Name: _____________FAM Location # _______ Phone: _______________ Persons who are responsible for handling the IFAS Workflow Approval process and managing all data entries: ***Please remember…..Persons responsible for approving the data workflow CANNOT be the same person en EXAMPLE: Jimmy B can’t approve Jimmy B’s own data entries! (Principal, Director, or Designee) First Approval: ________________________________________ HCDE Employe Alternate Approval: ________________________________________ HCDE Employe Person who is responsible for monthly physical inventory: TC (School Technical Contact): ______________________________________ HCDE Employe or Department Contact: ______________________________________ HCDE Employe Person who is responsible for entering inventory data on a regular basis during each month: Data Entry #1: ________________________________________ HCDE Employe Data Entry #2: ________________________________________ HCDE Employe I understand I am ultimately responsible for all fixed assets at this location. I have listed all those in my location who wmanage our fixed assets. I have listed myself or designated another staff member as First Approval to handle all daily inventory and FAM reporting. Signature of Principal or Dept. Director: ____________________________________________ Date: _______

Location—FAM Users—Sign-up Sheet Fax to: 209‐5648—Cheryl Blevins—


School Location or Department Name: ___________________________________ FAM Location # _______ Phone: _______________ The FA1058B Fixed Asset Listing by Location with Comments & Department report is considered the Master Inventorypulled from the FAM system and physical inventory verified according to the report. Data correction entries were comyear. This allowed time for all data entries to be approved through the IFAS workflow. We feel the inventory is correcOnce all processes completed, a final FA1058B Master Inventory report was pulled from the system. FINAL FA1058B Master Inventory report is dated __________________________. Physical year‐end inventory was completed by our staff. The FAM Users and any additional staff involved in the invenfollows: Approval #1: _____________________________________________ Employ Alt. Approval: _____________________________________________ Employ TC: _____________________________________________ Employ Data Entry #1: _____________________________________________ Employ Data Entry #2: _____________________________________________ Employ Additional: _____________________________________________ Employ Additional: _____________________________________________ EmployPLEASE CHECK ONE: _____ We have submitted to Cheryl Blevins, via email in PDF format, a signed copy of this summary and the copy of o Inventory report. We will receive an email confirmation upon receipt and have retained the original PDF and p records. _____ We have attached a signed copy of this summary and a paper copy of our FINAL FA1058B Master Inventory re delivered via the Pony to Cheryl Blevins—Warehouse. We have retained the original paper copies for our reco Signature of Principal or Dept. Director: ____________________________________________ Date: _______

Location—Year-end Physical Inventory Summar


HCDE Board Policy Specific to Inventory Management.

2.403 Personal Property Sales 2.702 Inventories 2.805 Purchasing 3.300 Equipment and Supplies Management

A full copy of Hamilton County Department of Education Board Policy is publishehttp://www.hcde.org/media/board-policy.pdf

Following Board Policy, is a section covering Federal and State Law.

APPENDIX

http://www.hcde.org/media/board-policy.pdf�


2.403 Personal Property Sales When equipment, books, materials, and other personal property no longer have an intended usystem or are no longer capable of being used because of condition, the Board shall declare thproperty and authorize their disposal.1 All items which have a value above $250.00 shall be sold, within ninety (90) days of being dsurplus, to the highest bidder after advertising in a local newspaper at least seven (7) days priSurplus property which has no value or has a value of less than $250.00 may be disposed of wnecessity of bids. In order for such disposal without bids, the principal of the school and/or thappropriate director with the surplus personal property, the director of schools and the chairmboard must all agree in written form that the property is of no value or is less than $250.00 inOther schools shall have priority in sale or transfer of surplus property. Other county agencies shall be made aware of surplus property in order to determine if they hfor the property. If reasonable attempts to dispose of the surplus property fails to produce a monetary return tothe staff shall dispose of it in one of the following manners: 1. Remove salvageable parts. 2. Take material to the county dump. 3. Document description and disposal date. Legal References: 1. TCA 49-6-2006; TCA 49-6-2007; TCA 49-6-2208; TCA 12-2-403(a)(1)-(4)

APPENDIX—HCDE Board Policy 2.403


2.702 Inventories The director of schools shall establish an accurate inventory procedure for all school real and(e.g., material and equipment) property, and this system shall be implemented at each school chief financial officer shall be responsible for maintaining the fixed assets records. The assistdent of auxiliary service shall be responsible for maintaining the real property records. Administrativshall ensure that a physical count of all such property is taken at the end of each fiscal year, and thshall be properly entered on the appropriate records for accounting purposes .1 The chief financialdevelop procedures to ensure that when property or equipment is transferred from one location to anomanent inventory file reflects said transfer. Assets shall be capitalized starting at cost or market valueControlled asset records below cost for market value of $5,000 shall be maintained for insuraEach school shall maintain a complete inventory with a duplicate maintained in the central of Legal Reference:



2.805 Purchasing The school system will purchase competively and seek maximum educational value for every dollar expended. Authorization to purchase shall be provided by the Board. The director of purchasing shall serveas purchasing agent for the system‐wide purchasing.1 Principals shall serve as purchasing agents for individual schools. Purchases made by anyone not authorized by the appropriate officials shall become the personal responsibof the persons making the purchase agreement. The Board will not, under any circumstances, be responsible for payment for any material or supplies purchased buy unauthorized individuals or in an unprescribed manner. No school shall be obligated to pay for any expenditures made by a student or a teacher or by any other employee unless s/he first receives a written purchase order from the proper office or unless prior writtenpermission or arrangements are made with the principal. To ensure that the applicable individual responsible for a department and/or program budget ("budget mais responsible for the development and awarding of contracts which utilize funds from the budget for whicare responsible; the School District's Purchasing Department will not approve a Purchase Requisition to a Purchase Order unless each of the following items are completed: A) The purchase requisition must be approved by the applicable budget manager, and B) Any contract, agreement, or any other document evidencing the terms and agreement of the transaction providing the supporting documents of the Purchase Requisition must be approved by the applicable budget manager. The Board will purchase locally whenever other conditions are comparable. Individual Schools The director of schools must approve the following purchases: 1. a single piece of equipment costing more than five thousand dollars ($5,000.00); 2. one that is to be attached to or one that requires alteration of the building; or 3. one that will become a permanent fixture. Routine purchases shall include expenditures for supplies, salaries, and routine expenditures required for toperation of the school system. These expenditures shall be anticipated and provided for in the budget andnormally be authorized by the Board at the beginning of the fiscal year. The director of schools shall make aroutine purchases without further Board authorization; however, the Board shall be promptly informed if asubstantial variation from budgeted estimates becomes necessary. (continued



2.805 Purchasing (cont.) SPECIAL PURCHASES Special purchases are those which are not routine and which may or may not be specifically identified by line item in the budget. Examples of special purchases are all capital expenditures such as for vehicles, buildings, major contracts, purchases of major equipment, items for long-term use and supplies of an unusual quantity or nature. All purchases in this category shall require specific prior Board approval. In its approval, the Board may place constraints on the director of schools requiring Board evaluation and/ or approval at various steps in the procurement process. This will be determined by the Board on an individual basis depending on the nature of the procurement action. EMERGENCY PURCHASES Emergency purchases are those which are necessary to avert hazards which threaten health or safety, to protect property from damage or to avoid major disruption of educational activities. If within budgetary limits and deemed essential, emergency purchases may be made by the director of schools. However, if the purchase is of such significant magnitude as to impact on the integrity of the budget, the chairman shall call a special or emergency meeting of the Board to deal with the matter. In any event, the Board shall be advised promptly of all emergency purchases. PURCHASING OF SURPLUS PROPERTY The director of schools and other employees designated by the Board shall be authorized to act for the Board in acquiring federal surplus property through the Tennessee General Services Department for surplus property and in entering into agreements, certifications and covenants of compliance concerning the use of federal surplus property. Further, the director of schools is authorized to purchase any needed items through suppliers approved on the state bid list. COOPERATIVE PURCHASING The Board, at its option, will join in cooperative purchasing with other school systems to take advantage of lower prices for bulk purchasing and to reduce the cost involved in bidding whenever such buying appears to be to the benefit of the system. _________________ Legal Reference: 1. TCA 49-2-206(3); TCA 6-36-115

APPENDIX—HCDE Board Policy 2.805 (con


3.300 Equipment and Supplies Management All equipment and materials placed in school buildings by any group or organization become the propertyof the Board. The Board reserves the right to transfer property to other schools if the school in which it was originally placed is discontinued or if there is no longer any need for the equipment or materials where originally placed. The director of maintenance shall develop procedures promoting the useful life of equipment and suppliesby establishing a thorough, effective and economical operations and maintenance program and providingadequate insurance coverage. Each employee of the system shall be responsible for the materials, equipment and supplies assigned to him. In addition, he/she is responsible for the preservation and protection of materials, equipment and supplies not under his/her direct control when such are endangered and when the system employee havindirect control is not present or is otherwise unable to act. The chief finance officer shall be responsible for establishing procedures for fixed asset management, including real property records. Cross Reference: Inventories 2.702



Tennessee Code Annotated: Tennessee Code Annotated is referenced several times within this manual and a full description of the codes can be founwww.michie.com/tennessee , Title 49: Education, Chapters 1 – 50. Federally Funded Equipment: Federally funded equipment purchases, inventory monitoring, disposals and sale proceeds must adhere to EDGAR 80.32, the StaEducation guidelines, TCA Administration of Federal Funds, General Provisions 49‐3‐201, and school board policies. In the evevarious regulations; the regulation that is more restrictive will govern the applicable transaction. All care should be taken to matal equipment purchases by following the recommended maintenance schedules from the vendor. HCDE DEFINITION OF A FIXED ASSET: Any asset having a useful life of more than one year and a historical cost (or fair marThere are three categories of fixed assets:

SENSITIVE Assets: Computer/Digital/Electronic items which are easily lost or stolen. These are valued between $100—$999.99 with a life expectancy of more than one yearCONTROLLABLE Assets: ALL items valued between $1,000—$4,999.99 with a life expectancy of more than one yCAPITAL DEPRECIATED Assets: ALL items valued OVER $5,000.00 with a life expectancy of more than one year.

If a piece of equipment is no longer needed and has a remaining fair market value of less than $5,000, any funds received froment is to be placed back into the applicable Federal Program Fund. If a piece of equipment is no longer needed and the fair maproceeds of any surplus sale or auction must be refunded to the Federal government. The HCDE Fixed Asset Management Systplace to capture these funds upon the sale of the asset and to ensure that the funds are accounted for per applicable regulations Prior to the disposition of any federal program fund assets with an initial cost in excess of $5,000, the approval from the State be obtained prior to the sale of the specific asset. Please reference the State of Tennessee web site (http://www.state.tn.us/edufor a copy of a sample letter to be used. It shall be the responsibility of the applicable department/school that is using the equipwith the Fixed Asset Department on the submission of the letter to the State requesting approval to dispose of the asset(s). The State of Tennessee Department of Education audits our records randomly on an annual basis. They are notified of the resultDocumentation is on file showing the results of the physical inventory cycle. HCDE FAMS complies with all aspects of inventory reporting. It records information on equipment purchases through Federal fudescription of equipment, asset tag, serial number, location, fund, acquisition date, cost, funding codes, condition, disposition dwill also track proceeds from any surplus sale, auction, or sealed bid once the asset has been retired.

APPENDIX—Federal and State Law

http://www.michie.com/tennessee�


HCDE personnel should be aware that any equipment purchased with Federal funds is subject to random audits by either locauditors. Any equipment purchased with Federal funds must have a label which must specify the applicable Federal Program; asset management tag. Every local educational agency (LEA) must keep title to, and exercise continuing administrative control of all property, equipmacquires with funds under a covered program for the benefit of eligible private school children and their teachers or other edmust be put on equipment and it must be labeled with the name LEA, Title Program it is purchased under, and the year of purcthis equipment must be maintained. Please reference 34 CFR §299.9 for equipment requirements concerning private schools. Any Federal funded equipment to be declared surplus, picked up, discarded, or sold at auction must be approved by the departmchasing equipment as well as the HCDE School Board. Once approval is granted, procedures will be followed as outlined above. At the beginning of each school year, each location/department will assign up to five staff members to work within the IFAS FixThese will be referred to as FAM Users. The FAM Users will be given security access to the IFAS FAM system so they may continwithin their location through data entries. Each location/department will have access to FAM reports. HCDE conducts an annuaby the State of Tennessee. Any equipment purchased with Federal funds must be accounted for under strict EDGAR guidelines. The FA1058B Fixed Asset Listing by Location with Comments & Department report is considered the Master Inventory report. the FAM system by the location/department FAM Users. Physical inventory will be conducted and verified according to the repobe completed by June 20th of each year. This will allow time for all data entries to be approved through the IFAS workflow. Onthe FAM Users will pull a final FA1058B Master Inventory report from the system. Each location FAM User and principal must sical Inventory Summary validating the accuracy of the inventory. The Summary will list the names FAM Users, any additional story, and the date the inventory completed. Principals/Directors will submit the signed Year‐end Physical Inventory Summaryventory report either via digital PDF format or paper copies. Originals will be retained by the location/department. Any equipment lost, stolen, or missing needs to be properly recorded in the FAMS and a police report filed immediately. It iscable department/school to file the police report. The department/school shall complete a Public Liability and General Incidentreport. A copy of the Public Liability and General Incidents Form can be obtained from the HCDE intranet site, home.hcde.org, oThe assets may be entered into the IFAS FAM system Disposal form. A copy of the police report and the Public Liability and Gscanned into PDF format. This PDF file may then be attached to the Disposal form and entered into the FAM system. Once enteby the IFAS system directly to the Risk Management Department. This will ensure quicker response by all parties and better tracDepartment shall be responsible for coordinating with Risk Management on the replacement of the stolen equipment.

APPENDIX—Federal and State Law (cont.)

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