New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter C - Management Manual For Housing Authorities › Part 1628 - Budget And Fiscal › Subpart 1628-5 - Inventory Control › Section 1628-5.1 - Inventory control

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Inventory
						records will be maintained for appliances, office and maintenance equipment,
						tools and similar project property of a nonexpendable nature.
(b) Entry on inventory record will be made by
						office personnel as soon as possible after receipt of property from information
						on the delivery receipt. Manufacturer's serial numbers will be shown for items
						having such numbers. Also, if considered necessary, an inventory control number
						can be affixed, by means of a decalcomania or other method of marking, to each
						item for positive identification at time of physical inventories.
(c) Inventory records will be maintained on
						an inventory card (Exhibit 36 of Appendix S-8) for each type of item. Cards
						will show the quantity on hand, location of the item, inventory control numbers
						if used, manufacturer's serial number if applicable, reference number of the
						voucher and date on which item was purchased, and quantity dropped from
						inventory and reason for it.
(d)
						Employees will be advised of the specific project items for which they are
						responsible. They will be required to advise their supervisor promptly of any
						loss, damage, etc. of items for which they are responsible. Tools, not assigned
						to a specific individual, will be controlled by having the employee using the
						tool responsible for its return when he is finished with it or at the end of
						his day's work. The maintenance superintendent or designated employee is
						responsible to insure that all such tools are on hand at the end of the work
						day and to advise the project manager of any that may be missing or
						damaged.
(e) Physical inventory of
						all items on which inventory must be maintained will be made at least once each
						year. Inventory cards will be adjusted to reflect any overages or shortages
						disclosed as a result of this annual inventory. Adjustment of shortages must be
						substantiated by any pertinent information and must be approved by the
						authority with the Bureau of Management being advised.
(f) Projects at which inventory records are
						not being presently maintained will conduct an initial inventory immediately
						and prepare inventory cards on the basis of the initial inventory.
(g) Approval of the authority is required for
						the dropping from inventory records of any item that is missing or damaged.
						Personnel responsible for the item which is lost or damaged should report
						promptly to the project manager so that he can initiate such investigation as
						the situation warrants. A report of the investigation and the project manager's
						recommendation will be submitted to the authority for action. A copy of the
						report and the authority's action will be forwarded to the Bureau of
						Management.