Assets - Capital Assets

  • School districts are required by state law to safeguard assets of the district. In addition, the terms of some federal grants and bond covenants require specific identification of assets acquired with those moneys, impose restrictions on disposing of such assets and/or designate allowable uses of the proceeds from the sale of such assets. To properly safeguard the district’s assets and comply with other legal requirements, a comprehensive capital asset system must be established and maintained.

    Objectives

    • To provide for accountability of district assets through effective planning and utilization of district resources in the recording, transferring, safeguarding, inventorying and disposing of district assets.
    • To provide information for capital planning, budgeting and replacement decisions.
    • To comply with requirements set forth by state and federal governments.

    Responsibilities

    Executive Director of Business Services

    • Develop and oversee an equipment inventory system, which includes the conducting and reporting of a physical count, publishing instructions, and providing support tools for Building Administrators/Program Supervisors to maintain proper inventory control. Some of these responsibilities may be delegated by the Executive Director of Business Services to Technology or Business Services. 
    • Approve all write-off reports .
    • Recommend to the board surplus equipment, furniture and books 

    Capital asset technician

    • Tracks all equipment purchases over $5,000, transfers and disposals. 
    • Ensures that appropriate items are bar-coded, counted and entered into the equipment inventory system. 
    • Maintains files of supporting documentation on all capital asset purchases so that an adequate audit trail exists. 
    • Conducts physical inventory


    Accounts payable personnel

    • Forwards copies of equipment purchase invoices to the inventory control technician. 

    District courier, surpluser and maintenance personnel

    • Physical transfer of equipment from one location to another. 
    • The Executive Director of Operations is responsible for ensuring that personnel do not transfer equipment unless the request for transfer/discard of equipment form is completed by the building/program or themselves. 
    • If a situation necessitates the transfer prior to verifying building/program authorization, the maintenance secretary shall obtain authorization after the transfer. 

    Purchasing personnel

    • Ensure that equipment and other tagged items are coded to the correct account code. 

    Technology personnel

    • Monitoring and maintaining computer and other technology equipment inventory records. 

    Building administrator/program supervisor

    • Responsible for the control of property assigned to his/her building or program 
    • Designates an inventory representative to be responsible for monitoring and maintaining the inventory records of the building/program. Such delegation does not relieve the building administrator/program supervisor of responsibility for the accountability and control of inventoried items. 
    • Authorizes all equipment transfers or disposals. 
    • Reviews and completes reconciliation reports. 

    Inventory representative

    • Monitors and maintains the inventory records of that building or program. 
    • Ensures that all new equipment purchases are tagged and information recorded as appropriate 
    • Ensures that equipment transfers and disposals are authorized by the building administrator/program supervisor and coordinated through Business Services. 
    • Assists with completion of reconciliation reports. 

    Definitions

    Capital assets - Capital assets shall mean land, buildings, personal property that are used in operations and that have initial useful lives extending beyond a single reporting period which:

    • Retains its shape and appearance with use;
    • Is nonexpendable, meaning if the item is damaged or some of its parts are lost or worn out, it may be more feasible to repair it than to replace it with an entirely new item.
    • It does not lose its identity when incorporated into a more complex unit;
    • Is valued no less than $5,000, and
    • Has a life expectancy of at least one year.

     

    The district’s capitalization policy states that all capital assets which have a unit cost greater than $5,000 are included in its equipment inventory system. The district recognizes the need to track capital assets and theft sensitive capital assets using a barcode or other tracking system.

    Theft-sensitive assets - For purposes of this policy, “theft-sensitive assets” are those items identified by Business Services as easily portable, desirable for personal use or easily marketable and are valued between $1,000 and $5,000. Currently computers are considered theft sensitive.

    Transfer - A transfer is the moving of an inventory item from one location to another, with the originating building/program relinquishing ownership of the item.

    Capital asset inventory system - The capital asset inventory system has the capability of recording the following specific information for each item:

    • Item description
    • Manufacturer
    • Model number
    • Serial number
    • Barcode tag number (assigned by the district)
    • Unit cost
    • Campus (location) number
    • Room number (bar code number assigned to a room-located on inside hinge)
    • Disposition (and disposition date)
    • Funding code
    • Purchase order number
    • Purchase date
    • Vendor name

    Adding capital assets and theft sensitive assets to inventory

    • The purchaser in the building or department is responsible for identifying whether an item is a capital asset or theft sensitive asset at the time of purchase. The purchaser shall use an object code to identify the type of equipment being purchased. This also applies to items purchased via employee reimbursement. These items are identified as follows:
      • Capital assets over $5,000 each are coded to object code 9XXX.
      • Computers are coded to object code 5926.
    • Once a purchase order has been issued, the inventory control technician issues a barcode assignment’ form and assigns a barcode tag to items over $5,000 per unit.
    • If items are donated, they need to be pre-approved using the approval of item or cash donationform. At that time Business Services will determine if the item should be tagged.
    • The barcode tag is then forwarded, along with the barcode assignment form to the person scheduled to receive the order, either the inventory tepresentative at the building or Technology.
    • The inventory representative or Technology will returned the completed form to the inventory control technician within five days of receiving the item. All information, including manufacturer, model number and serial number, if applicable, should be entered on the form.
    • The inventory control technician maintains copies of the barcode assignment form and the purchase order in a pending file until the original documents are completed and returned.


    Tagging equipment

    The barcode tag is applied to the right side of the furniture or equipment, or on the faceplate of larger equipment. For items that are not barcoded, but departments would like to mark, request "Property of Snohomish School District" tags from Business Services.


    Entering data into the capital asset inventory system

    • When the inventory control technician receives the completed barcode assignment form, he/she checks to be sure what was ordered was actually received.
    • Business Services sends a copy of the invoice to the inventory control technician.
    • When the inventory control technician receives the invoice copy he/she attaches it to the completed barcode assignment form and enters the item information into the inventory system.
    • The inventory control technician files all documents.

    Transfers, storage and loans

    Transfers

    A transfer is the moving of an inventory item from one location to another, with the originating building/program relinquishing ownership of the item. When an item is to be moved from one location to another the following procedures are to be followed:

    • The individual requesting the transfer of equipment completes a request for transfer/discard of aquipment form. The building administrator/program supervisor must authorize the request for transfer/discard of equipment form.
    • The original request for transfer/discard of equipment form is then submitted to the inventory control technician in Business Services. The inventory control technician will keep the original form and forward a copy to the district surpluser, district courier or Maintenance.
    • The inventory representative at the location making the transfer should retain a copy of the request for transfer/discard of equipment form to document the changes in their inventory. A copy of the form shall be attached to the items being transferred or discarded. District staff will not pick up equipment without the form attached.
    • The location receiving the equipment must also sign the request for transfer/discard of equipment form and should retain a copy for their records.
    • The district surpluser, district courier or Maintenance will sign and forward their copy of the form to the inventory control technician after the items are moved.
    • When the signed copy of the request for transfer/discard of equipment form is received by the inventory control technician from the district courier or Maintenance, he/she will attach it to the original form and record the change in location in the inventory database.


    Storage

    When an item is no longer needed by a location/program and if it is in a condition that would allow it to be used by another location, it may be transferred to the district’s warehouse. The location relinquishes their claim on an item when it is placed in storage. Another location/program may subsequently request and receive the item for their use.

    When an item is to be placed in storage, the same procedures utilized for transfers, as described above, are followed.


    Loans

    A loan is a temporary transfer of an inventory item from one location to another for a specific period of time without the originating building/program relinquishing ownership. It will be the responsibility of each custodial location (the location the item belongs to) to maintain some form of internal record keeping, such as a log sheet, to track items that have been loaned out to another location. The internal record will be used to reconcile the physical count. The inventory control technician does not track items that are loaned.

    Disposals/surplus

    The disposal of equipment is the process of removing an item from inventory that has been lost, stolen, discarded, traded-in, surplused or salvaged.


    Discarded

    When an item is to be discarded, the following procedures are to be followed:

    • The building administrator/program supervisor or the inventory representative completes a Request for Transfer/Discard of Equipment form. Tag numbers of bar-coded equipment must be included on this form. For furniture or fixtures, only the type of furniture/fixture and the quantities need to be noted on the form.
    • The building administrator/program supervisor must authorize the Request for Transfer/ Discard of Equipment form.
    • Items purchased using federal monies have various disposal requirements; contact the grant manager or provide a copy of those requirements with the Request for Transfer/Discard of Equipment form.
    • If the item (other than computer equipment or hazardous materials) is broken and needs to be discarded, once the paperwork has been processed, please discard the item on-site and forward the Request for Transfer/Discard of Equipment form to the inventory control technician.
    • For items that need to be physically removed from a location the original copy of the Request for Transfer/Discard of Equipment form is to be submitted to the inventory control technician in Business Servuies. The inventory control technician will keep the original form and forward a copy to the district surpluser, district courier or Maintenance.
    • The inventory representative at the location making the disposal should retain a copy of the Request for Transfer/Discard of Equipment form to document the changes in their inventory. A copy of the form shall be attached to the items being transferred or discarded. Items will not be picked up without this form attached.
    • The district courier or Maintenance should sign and forward their copy of the form to the inventory control technician after the items are moved.
    • When the signed original of the Request for Transfer/Discard of Equipment form is received by the inventory control technician, he/she will attach it to the original form and record the change in the equipment inventory system.


    Lost or stolen items

    • The same process and form for discarding an item above should be used for lost and stolen items,
    • Lost items should include an explanation of what happened (as available).
    • A police report, report number or official statement and a property loss report must accompany request for transfer/discard forms that contain stolen items. (See Risk Management section of Business Services Handbook for more detail on reporting and replacing stolen assets).


    Salvage items

    • The same process and form used for discarding an item above shall be used for all assets that will be salvaged.
    • Maintenance, computer technicians and AV technicians will be the primary individuals responsible for salvaging parts on equipment that have been surplused.


    Trade-in items

    1. Individuals wishing to trade in capital equipment must

    • Obtain a written agreement or quote for the item to be traded-in.
    • Ensure that the trade-in value is the best value obtainable (either by multiple vendor quotes or using a price evaluation tool (i.e., Kelley Blue Book).
    • Send trade-in form to Business Services for approval prior to trade in.
    • Items purchased using federal monies have additional requirements; contact the grant manager for those requirements.

    2. Once the trade-in has been approved by Purchasing, the employee should use the following process to complete the trade-in

    • Verify the vendor will issue two invoices for the process.
    • One for the full purchase amount to establish the actual value of the product.
    • A credit memo for the value of the trade-in.
    • Issue a purchase order for the full purchase price. Indicate in the body of the purchase order that the item was obtained through trade-in.
    • Obtain a signature from the vendor representative indicating that the vendor has possession of the old item.
    • Send the completed, original capital equipment trade-in form to the inventory control technician in Business Services.


    Surplus books

    • The building administrator/program supervisor or the inventory representative completes a request for surplus of books form.
    • The building administrator/program supervisor signs and dates the form.
    • A copy of the form is attached to the box(es) of surplus books.
    • The original form is sent to Teaching and Learning Services for approval.
    • Teaching and Learning Services keeps a copy of the form and forwards the original to the inventory control technician in Business Services.
    • The inventory control technician will take a copy of the form and request the district surpluser, district courier or Maintenance to schedule pick-up.
    • After pick-up occurs, the district surpluser, district courier or Maintenance signs their form and sends it to the inventory control technician to enter into a spreadsheet for surplus.

    Physical inventories

    Capitalized assets

    • A physical count of the capital asset inventory shall be taken periodically, the frequency and scheduling of which is to be determined by the Executive Director of Business Services or designee.
    • In accordance with federal grant requirements, all equipment with a cost exceeding $5,000 per item will be inventoried at least every two years.
    • The physical count will be conducted with the assistance of the building/program.
    • The individuals taking the physical inventory will utilize a barcode reader and current inventory lists by location and tag number order and attempt to locate all items at that location.
    • If any untagged items are located which meet the criteria, they will be tagged and the information collected for entry into the equipment inventory system.
    • The physical inventory is to be reconciled to the equipment inventory records and discrepancies will be sent to the inventory representative at each building. The inventory representative for the building will follow up on all exceptions and explain what happened to each item listed (as information is available).


    Theft-sensitive assets

    • Computers are tracked by Technology using the computer name established at the time the items are attached to the network.
    • In some cases, the teacher responsible for a program may maintain a list of items and turn the list into the inventory representative at the end of each school year.
    • The inventory representative for the location will follow up on all missing items and explain what happened to each item listed (as information is available).

    Records retention

    Inventory records will be retained by the inventory control technician and by the inventory tepresentatives at each building/program in accordance with the records retention manual. The manual currently requires:

    • Year-end inventory reports and change forms used to update the capital assets inventory to be retained for a minimum of three years.
    • Surplus property inventory records are to be retained by the business services office for a minimum of six years.

    Capital assets (object code 9XXX)

    (Items tagged when the unit cost is in excess of $5,000)

    • Vehicles 
    • Portable buildings 
    • Grounds/lawn care equipment 
    • Custodial/maintenance equipment 
    • Servers (technology) 
    • Kitchen equipment 
    • Industrial equipment 
    • Heavy equipment

    Theft-sensitive assets (object code 5926)

    • Computers 

    Assets not considered “theft sensitive” (object code 5XXX)

    (Items are not tagged unless unit cost is at least $5,000.) “Property of Snohomish School District” tags are available upon request.

    • Microscopes 
    • Monitors 
    • Printers 
    • Overhead projectors 
    • LCD projectors/TVs/monitors 
    • Interactive boards 
    • Document cameras 
    • Sewing machines 
    • Typewriters 
    • DVD/VCR recorders/players 

    Campus (location) numbers

    • 111 Central Primary Center
    • 112 Emerson Elementary
    • 113 Riverview Elementary
    • 114 Machias Elementary
    • 115 Cathcart Elementary
    • 116 Seattle Hill Elementary
    • 117 Dutch Hill Elementary
    • 118 Cascade View Elementary
    • 119 Totem Falls Elementary
    • 120 Little Cedars Elementary
    • 208 Valley View Middle School
    • 224 Centennial Middle School
    • 307 Maple Avenue Campus
    • 409 Snohomish High School
    • 411 Glacier Peak High School
    • 500 Parkway Campus (AIM High School, Transition Center)
    • 543 Parent Partnership Program
    • 545 ECEAP
    • 073 Veteran’s Memorial Stadium
    • 078 Aquatic Center
    • 092 Capital Projects
    • 095 Warehouse/Surplus
    • 096 Maintenance and Operations Center
    • 097 Resource and Service Center
    • 099 Transportation Center


    Funding codes

    • 21/22 State Special Education
    • 24 Federal Special Education
    • 31/34 State Vocational Education
    • 38 Federal Vocational Education
    • 51 Federal Disadvantaged Title I
    • 52 Federal School Improvement
    • 55 State LAP
    • 58 State Special & Pilot Programs
    • 64 Federal Limited English Proficiency
    • 65 State Transitional Bilingual
    • 71 Traffic Safety Education
    • 74 State Highly Capable
    • 79 Other Instructional Programs (may be Federal, check with Accounting)
    • 98 Food Services