Inventory requirements: for all non-expendable personal property with an acquisition cost of $1,000 or greater or $500 to $999 or more for “high risk” items such as; cameras, video recorders, computer equipment, televisions, etc. shall be maintained on a central inventory system. All non-expendable personal property with a $500 or more purchase price utilizing federal funds will be inventoried. Capital assets are classified with an original purchase price of $5,000 or more. Also, to be classified as non-expendable personal property an item must be a unit of furniture, an instrument, machine, or an apparatus and have a useful life of 2 or more years.
Identifying your equipment: If tags are available in a given department then the department inventory personnel shall affix property identification tags on all newly acquired property before it is placed in service. Tags should be placed on the left side of the equipment in the normal operating condition. If an item of equipment cannot be tagged, then it must be etched, or marked with fade resistant ink, paint, etc. Tags can be requested from James Millard Poole III, Facilities Management Specialist, 164 Opportunity Way Leestown campus, jpoole0018@kctcs.edu.
Assurance of proper tracking of equipment: all departments possessing non-expendable personal property as described above should maintain a data base or inventory listing of equipment that has been purchased by or assigned to that department. The inventory listing for your respective department can be provided to you via a request sent to the Facilities Management Specialist. The inventory data will be maintained via updated information provided by each department. However, the updated data must be reported to the district Facilities Management Specialist throughout the year to facilitate a thorough year-end physical inventory and thereby eliminating the misplacement of any equipment. The tracking of internal movement of equipment is essential in maintaining updated records of non-expendable equipment.
Procedure for off-site use: It is understood that it is necessary to take KCTCS equipment, including computer equipment, off campus for work related use. No KCTCS equipment will be utilized off-site without the expressed, written consent of the College CEO or designee. An off-site request form is available at this website and must be completed accordingly and forwarded to the Facilities management Specialist for processing. No KCTCS equipment shall be removed from KCTCS property for personal use or benefit.
Disposition of Inventory Items: When equipment is stolen, an investigation must be made by appropriate police agencies. A copy of the report concerning the investigation of the theft must be furnished to the Facilities Management Specialist immediately. When equipment is missing or lost, the person held accountable for the item should put in writing the details concerning the loss of the item. The last time the item was seen, and the first time it was noticed missing should be included. This report must be furnished to the Facilities Management Specialist immediately. When personal property no longer has a useful life, is damaged beyond repair, or is surplus to the district or departmental needs, the discarding of property may occur only with a request in writing forwarded to the Facilities Management Specialist.
Procedure for on-line receiving of purchase orders:
- When a department receives goods and/or services purchased under a purchase order a written request for on-line closing of the given purchase order must be forward to the Facilities Management Specialist via email etc.
- Upon receipt of goods and/or services purchased under a purchase order all original receipts, packing slips and related documentation involving that purchase order must be forwarded to the Facilities Management Specialist for processing. If the original documents are not available, then copies will suffice.
