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INTERNAL CONTROL PROCEDURES FOR STATE PROPERTY         Page 1 of 2 | Unnamed: 1 | Unnamed: 2 | Unnamed: 3 | Unnamed: 4 | Unnamed: 5 | Unnamed: 6 | Unnamed: 7 | Unnamed: 8 | Unnamed: 9 | Unnamed: 10 | Unnamed: 11
Department: |  |  |  |  |  |  |  | Date:
Division: |  |  |  |  |  |  | Branch/ Office:
Location (Address):
FAIS ORG Code: |  |  |  |  |  |  | Location Code(s):
 |  |  |  |  | ( Dept - Div. / Sub. [NAME]. /  Island )
Designated Custodian Signature:
Name, Position Title & Phone:
Section 3-130-4 HAR, requires the designated property custodian to establish, enforce & maintain written internal control procedures to ensure the accountability of state property.
ACTIVITY AND RESPONSIBILITIES |  |  |  |  |  |  |  |  | Responsible Person Name, Position & Phone
RECORD KEEPING OF PROPERTY |  |  |  |  |  |  |  |  | Record-keeper
1. | Update Fixed Asset Inventory System (FAIS) records to
 | ensure the timely addition, correction & removal of items.
2. | Completing, distributing and maintaining records for the
 | following inventory forms:
 | a. | Detail Inventory of Property AGS Form 17-A.
 | b. | Transfer of Property AGS Form 18.
 | c. | Disposal Application/Certificate of Disposal AGS Form 34.
3. | Maintaining records of inventory printouts & documents:
 | a. | Annual Inventory Report of Property MDB Report 030.
 | b. | Detail Inventory of Property MDB Report 033.
 | c. | Inventory Transaction Register MDB Report 012.
 | d. | [NAME] and Vendor Invoice/Delivery Slip.
 | e. | Other inventory documents, correspondence and letters.
4. | Reconciliation of Financial Expenditures (Purchase Orders)
 | for State Property to ensure property is recorded in the FAIS.
5. | Annual Summary of Inventory Report AGS Form 17-B
 | Complete & submit by SEPT15th to SPO, Inventory Mgt Office.
6. | Establishing and maintaining a listing of all consumable
 | and non-consumable supplies.
7. | Wall-to-wall Physical Inventory
 | a. | Organize & conduct Annual Physical Inventory during the third
 |  | quarter (Feb-March) & update records to correct discrepancies.
 | b. | Organize & conduct physical inventory when theft, fire,
 |  | major disaster or change in accountability of property.
 |  | Updating records to correct discrepancies.
INTERNAL CONTROL PROCEDURES FOR STATE PROPERTY         Page 2 of 2
ACTIVITY AND RESPONSIBILITIES |  |  |  |  |  |  |  |  | Responsible Person Name, Position & Phone
PROPER USE OF PROPERTY
1. | Assuring state property is used by authorized state personnel
 | and only for official State business.
2. | All loans of state property shall be authorized by the Designated |  |  |  |  |  |  |  | Designated Property Custodian
 | Property Custodian.  The person using the property shall be
 | responsible for its replacement if lost is due to negligence.
3. | Documentation of authorized loan on a hand receipt and
 | maintaining a suspense file to ensure return.
4. | Training of personnel on the proper use of equipment.
SAFEKEEPING OF PROPERTY
1. | Maintaining a decal number log, assignment of decal numbers to
 | items and ensuring each item is properly tagged or identified.
2. | Property acquired by purchase, fabrication, donation, transfer-in |  |  |  |  |  |  |  | Designated Property Custodian
 | or other means must be authorized by the Designated Property |  |  |  |  |  |  |  | Record-keeper
 | Custodian & the Record-keeper must be notified.
3. | Transfer-out or movement of property from its location must |  |  |  |  |  |  |  | Designated Property Custodian
 | be authorized by the Designated Property Custodian and the |  |  |  |  |  |  |  | Record-keeper
 | Record-keeper must be notified.
4. | Property that is identified as excess, obsolete, or beyond |  |  |  |  |  |  |  | Record-keeper
 | economical repair shall be reported to the record-keeper.
5. | Lost, stolen or vandalized property shall be reported to the |  |  |  |  |  |  |  | Designated Property Custodian
 | Designated Property Custodian. Who shall ensure that
 | losses are investigated promptly and if required reporting to
 | the Police or State Attorney General; DAGS Risk Mgmt; and
 | SPO Inventory Mgmt Office.
6. | Ensuring that all state property assigned to an employee that is
 | permanently departing the activity is accounted for.
SAFEGUARDS FOR PROPERTY
1. | Secure entry doors & windows at the end of the day.
2. | Secure office, shops and other facilities if no one is present
 | during lunch or working hours.
3. | Special controls to protect small and attractive items that can
 | be easily converted for personal use or pawned.
4. | Key and lock custodian will be responsible to maintain a
 | key register & inventory record of outstanding keys and locks.
CARE AND MAINTENANCE OF PROPERTY
1. | Establish and maintain regular schedule for performing
 | preventive maintenance on all state property.
2. | Maintain a warranty file and update when necessary.
SPO Form 23 (Rev 11/09)