Florida Administrative Code › 69 - DEPARTMENT OF FINANCIAL SERVICES › 69I - Division of Accounting and Auditing › Chapter 69I-72 - STATE-OWNED TANGIBLE PERSONAL PROPERTY › Section 69I-72.003 - Recording of Property

Current through Reg. 50, No. 138; July 16, 2024
(1) Maintenance of
				Property Records - Custodians shall maintain records of property in their
				custody that contain, at a minimum, the information required by this
				rule.
(2) Individual Records
				Required for Each Property Item - Each item of property shall be accounted for
				in a separate property record. Related individual items which constitute a
				single functional system may be designated as a property group item. A property
				group item may be accounted for in one record if the component items are
				separately identified within the record. Examples of property items that may be
				accounted for as a property group item include: modular furniture, computer
				components, book sets, and similar associations of items. All property group
				items, the total value or cost which is equal to or greater than $5,000, shall
				be inventoried in accordance with the requirements of this rule
				chapter.
(3) Content of Individual
				Property Records - Each property record shall include the following information
				unless the information listed below does not exist for the property in the
				record:
(a) Identification number.
(b) Description of item or items.
(c) Physical location (the city, county,
				address or building name and room number therein).
(d) Name of custodian or custodian's delegate
				with assigned responsibility for the item.
(e) Class Code.
(f) In the case of a property group, the
				number and description of the component items comprising the group.
(g) Name, make, or manufacturer.
(h) Year and model(s).
(i) Manufacturer's serial
				number(s).
(j) If an automobile,
				the vehicle identification number (VIN) and title certificate number.
(k) Date acquired.
(l) Cost or value at the date of acquisition
				for the item or the identified component parts thereof. When the historical
				cost of the purchased property is not practicably determinable, the estimated
				historical cost of the item shall be determined and recorded. Estimated
				historical costs shall be so identified in the record and the basis of
				determination established in the custodian's public records. The basis of
				valuation for property items constructed by custodian personnel shall be the
				costs of material, direct labor, and overhead identifiable to the project.
				Donated items, including federal surplus tangible personal property, shall be
				valued at acquisition value at the date of acquisition. Regardless of
				acquisition method, the cost or value of a property item shall include
				ancillary charges. Ancillary charges are costs that are directly attributable
				to placing the asset into its intended location and condition for use, such as
				freight and transportation charges, site preparation costs, and professional
				fees.
(m) Method of acquisition
				and, for purchased items, the statewide document (voucher) number obtained from
				the State's financial system.
(n)
				Date the item was last physically inventoried and the condition of the item at
				that date.
(o) If certified as
				surplus, the information prescribed in section
				 273.05(5),
				F.S.
(p) If disposed of, the
				information prescribed in rule
				 69I-72.005,
				F.A.C.