1 Fixed Assets Internal Procedures 2015-2016
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Fixed Assets
Internal Procedures
2015-2016
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Account Coding
OVERVIEW Texas Education Agency Financial Accountability Resource Guide requires that Texas Schools account for fixed assets. This includes Land, Furniture, buildings, improvements and equipment.
Capital Outlays purchases classified: • State Defined
a) Items with unit cost over $ 5,000
b) Tagged and controlled through the annual inventory process
c) Listed in Fixed Assets Subsidiary Ledger - 663X’s objective code
d) Accounted for in the General Fixed Assets Account Group
e) Audited by the Internal and External Auditors
• Locally Defined
a) Items with unit cost over $500 less than $ 5,000
b) Tagged and controlled through the annual inventory process
c) Listed in Fixed Assets Subsidiary Ledger – 664X’s objective code
d) Include computing equipment with a unit cost of $.01 cents less than $ 5,000
e) Audited by District’s Internal Auditors
Units Cost $ 5,000 or more Examples include:
a) 6631 (vehicles) b) 6635 (Data processing Equipment) c) 6639 (all other equipment not classified elsewhere)
Unit Costs Less $ 5,000 and Electronics Examples include:
a) Computer Equipment (monitor, printer, CPUs, Smartboards, IPAD’s, Notepads, or the like, Elmos (Document Cameras), etc.)- (6645)
b) Video Processing Equipment (camcorders, LED Flat Panels, Video Projectors, (6649)
Unit Costs more than $500 less than $5,000 Examples Include:
a) Secondary Musical Instruments (6649) b) Secondary Athletic Equipment (6649) c) Machinery/ Tools (6649) d) Furniture (6649)
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Account Coding
●Technology items that should be coded
under account code 6645/6635
●Computer Equipment: Scanners,
Switches, Charging Carts, Servers,
Catalyst, Routers
●Computer Software: License
●Printers
●Monitors
●Personal Computers: CPU, Laptops,
Tablets, Ipads, Ipods, Chrome Books
●Audio/Visual Equipment: TVs,
Projectors, Eikis, Elmos, Cameras,
Smartboards
●Furniture/Equipment that should be coded
under account code 6649/6639
●Outdoor Equipment
●Athletic Equipment: Baseball pitching
machines, waterboys
●Furniture & Accessories: Desk,
Washers, Dryers
●Food Service Equipment
●Custodial Equipment: Vacuum, Floor
Stripper, Floor Buffer, Scrubber
●Grounds Equipment: mower, tractor,
utility trailer, loaders
●Musical Instruments
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Account Coding
Tagging Process
All equipment shall follow the purchasing process and be delivered to the Central Warehouse for tagging.
Under special circumstances, Purchasing may arrange items to be deliver to the user site. If authorized, Fixed Assets should be NOTIFIED IMMEDIATELY by the campus/department to coordinate the tagging of these items. A copy of the purchase order will be required. A check request and receipt will be required if the items were purchased with Student Activity funds.
Information can be emailed to Daisy Almanza at [email protected]
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District Tags
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▪ General Fund
▪ Federal Funds
Transfer Disposal Form
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Transfer/Disposal Form Additional Page
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Filling Out Transfer Disposal Form Note:
If “Transfer” is selected, remember
to fill out the section below listed
as “For Transfers Only.”
Highlighted cells need to be typed.
Instructions:
1. ) Fill out all highlighted cells
2. ) Print form and acquire
signatures
3. ) Scan form and email to:
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Send E-mail
An automated message will be received by the sender stating the following:
Your request has been received and is currently under review. Should we have any questions, we will be contacting you via e-mail or to your office extension. Transfer and Disposal requests may take a maximum of two weeks to be processed. Remember to have someone available at the time of pick up to verify that all items were disposed or transferred properly. See ‘NOTE’ section on the Transfer-Disposal form for more information.
Please submit a new form if additional items need to be Disposed or Transferred.
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Disposal/Transfer (Control Number)
Once a CONTROL NUMBER has been assigned to the Transfer/Disposal request, the inventory will be moved by the Fixed Assets Department in our Inventory Accounting Software. The form will then be transferred to the Support Services Department for the actual physical pickup of the assets. Make sure that someone from your Campus/Department is available at the time of pickup to verify that all items were disposed/transferred properly. Remember to retain a copy of the request for your records. Note: Requests may take up to two weeks to be processed.
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Items that were not made available during the scheduled picked up, incorrectly listed, and/or not on the form will require a new request. All forms need to be e-mailed to:
[email protected] Reminder: The Fixed Assets Department does not accept Handwritten or Faxed Transfer/Disposal forms.
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Transfer/Disposal Best Practices
• List technology items individually
Include tag and serial
• Use additional page for transfer/disposal forms that exceed 10 assets
• If the items are being transferred, do not forget to add the department or school where the item is being transferred.
• Make sure to acquire all required signatures before you scan and email your form
• Always provide a copy of the completed Transfer/Disposal forms to your Fixed Assets Liaison and retain a copy for your own records
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Technology Inventory Audit ● Fixed Assets Dept. will perform a fixed assets inventory/audit on all capital
outlay items/high risk items at each campus/department periodically.
● Inventory will be conducted during school year and process will be a
component of the administrators end-of-year evaluation.
● Items not accounted during inventory will be reported to
principal/administrator.
● Principal shall appoint a Fixed Assets Liaison who will be responsible for
keeping a strict account of all the fixed assets at the campus and of
approving the Transfer/Disposal forms.
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Support Services
Michael Barron Supervisor of Support Services E-mail: [email protected] Phone: (956) 473-7968
Mauro Juarez
Supervisor of Shipping & Receiving E-mail: [email protected] Phone: (956) 473-7977
Support Service Dept. Fax (956) 473-7982
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Support Services responsibility is to ensure the
physical movement of the Fixed Asset items:
Request For Furniture
Email Mr. Mike Barron ([email protected]),
Supervisor of Support Services, to request furniture.
Include the reason for the request (for example: growth,
replacement, new additions, etc.) with a copy to your
Principal and/or Director.
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Donated Items/Student Activity Purchases
• The Board of Trustees must approve donations of $1,000 or more of cash or property
• Campus representatives shall forward donation information to appropriate member of the Superintendent’s staff
• Student Activity purchases become property of the campus/department and are tagged and placed on the campus/department Fixed Assets Inventory.
• To tag a Student Activity purchase, a receipt and check # should be emailed to Daisy Almanza at [email protected]
Examples of items to be tagged are: Computers, (Monitors/CPUs), printers, IPADS, Note pads, scanners, or the like.
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Stolen Fixed Assets • If furniture/equipment is stolen
▪ Report it to supervisor ▪ Report to UISD Police Dept. (956-473-6361) Operated 24 hours a day
• Email “Loss” group ([email protected]) and include the following
info: a) Date reported to Police b) Investigation number (if available from Police Dept.) c) Description of stolen item(s) d) Model, tag, and serial number (if available) e) Replacement Cost
Note: Remember to also email the loss group on any police reports filed outside of the District and make sure you scan and attach the police report. Items that have not been reported stolen will continue to appear in the campus/department inventory. 18
The manual, forms, and presentation can be found
online at the Fixed Assets Department web-link.
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Presentation
Contact Information
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Hector G. Cavazos,
Director of Fixed Assets
E-mail: [email protected]
Phone: (956) 473-7991
Daisy Almanza,
Fixed Assets Accountant
E-mail: [email protected]
Phone: (956) 473-7943
Mario Gonzalez
Fixed Assets Officer
E-mail: [email protected]
Phone: (956) 473-7936
Humberto Reyes,
Fixed Assets Clerk
E-mail: [email protected]
Phone: (956) 473-7988
Armando Torres,
Fixed Assets Officer
E-mail: [email protected]
Phone: (956) 473-7990
Kayla Rodriguez,
Fixed Assets Clerk
E-mail: [email protected]
Phone: (956) 473-7989
Lauren Villarreal,
Fixed Assets Clerk
Phone (956) 473-8008
Questions
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Thank you!
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