The equipment is assigned a property number, room number, and building prefix. All of the information is recorded in the property records system. A Letter of Notification is forwarded to each accountable officer prior to the physical inventory. Refer to Exhibit 3 for a copy of a Letter of Notification regarding the Cyclical Inventory of Tangible Personal Property. A Property representative conducts the inventory with a building group, room by room.
Physical condition is evaluated and input into a computer for future reference.
Refer to Exhibit 4 and Exhibit 5 for a copy of a Simulated Property Inventory Reconciliation Letter of Notification and a Simulated Un-scanned Property Report. Upon receipt of the list, a Property representative will schedule an appointment to scan the equipment. Unscheduled property inventory compliance audits are conducted periodically in order to comply with requirements of the State of Florida. If the items remain unclaimed after the three days, prepare a Request for Relief from Property Accountability form. If you are not certain about required property information, leave the boxes blank and contact the Property Department to obtain the correct information.