Yearly Inventory of Department Assets
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Yearly Inventory of Department Assets

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Questions and Answers

What must be included in the memorandum forwarded when equipment is lost or stolen?

  • The budget allocation for the item
  • The date the item was assigned
  • A description of the item (correct)
  • The name of the officer in charge

    • Who is responsible for forwarding a memorandum regarding lost or stolen items?

  • The Accounting Section
  • The Technology Support Section
  • The Executive Services Bureau
  • The element supervisor/commander (correct)

    • What type of equipment is NOT listed under the Communications Support Unit responsibilities?

  • Desktop computers (correct)
  • Hand held radios
  • Mobile radios
  • Reserve radios

    • Which section is responsible for managing body worn cameras?

    <p>Digital Technology Section</p> Signup and view all the answers

    What is required from the Accounting Section when an item is to be removed from inventory?

    <p>A copy of the memorandum regarding the loss</p> Signup and view all the answers

    Which of the following items is managed by the Supply Section?

    <p>Conducted electrical weapons</p> Signup and view all the answers

    The forward of a memorandum through the chain of command is necessary for which scenario?

    <p>Loss or theft of equipment</p> Signup and view all the answers

    Which of these options is a responsibility of the Fleet Operations Unit?

    <p>Department vehicles</p> Signup and view all the answers

    What is the time frame in which the signed printout must be received by the Accounting Section after a request for inventory completion?

    <p>30 calendar days</p> Signup and view all the answers

    What must happen for an optional property inventory to be conducted when a new supervisor/commander is assigned?

    <p>The new supervisor must follow guidelines outlined in Section C</p> Signup and view all the answers

    What percentage of fixed assets is typically selected for inspection by the Accounting Section?

    <p>5% to 10%</p> Signup and view all the answers

    What is required before forwarding the signed printout to the Inventory Control Coordinator?

    <p>The Division Commander must authorize it</p> Signup and view all the answers

    When should the completed inventories be forwarded to the FSU after a new supervisor is assigned?

    <p>Within 30 working days</p> Signup and view all the answers

    How will the Accounting Section notify the supervisor/commander of the element selected for inspection?

    <p>By phone one day before inspection</p> Signup and view all the answers

    What happens if additional time is required for inventory completion?

    <p>The FSU Commander must be requested</p> Signup and view all the answers

    What is the guideline for selecting elements for unannounced inspections?

    <p>The same element won't be selected again before all have been inspected at least once</p> Signup and view all the answers

    What is the role of the Accounting Section in regard to new equipment requisitions?

    <p>To determine if the item will enter the fixed assets inventory.</p> Signup and view all the answers

    What must a supervisor do if an ordered item is delivered but its inventory control number is not received?

    <p>Inform the Accounting Section within two weeks via telephone.</p> Signup and view all the answers

    What is required for surplus inventory items to be transferred to a requesting unit?

    <p>An approved written request and Form 269 P.D.</p> Signup and view all the answers

    How should items be returned to surplus inventory from an element's inventory?

    <p>By sending a written request coordinated by the Accounting Section.</p> Signup and view all the answers

    What form is necessary for acknowledging the transfer of equipment between elements?

    <p>Form 269 P.D.</p> Signup and view all the answers

    What authority does the FSU Commander have regarding surplus equipment?

    <p>To decide on reassessing or disposing of surplus equipment.</p> Signup and view all the answers

    What is the first step in processing a new equipment requisition?

    <p>The Purchasing Section processes the request.</p> Signup and view all the answers

    If a piece of equipment is transferred, who completes and forwards Form 269 P.D.?

    <p>The relinquishing element supervisor/commander.</p> Signup and view all the answers

    What is the purpose of completing the department inventory in a timely manner?

    <p>To accurately report the value of department contents</p> Signup and view all the answers

    Who is responsible for disseminating inventory printouts and instructions to the Inventory Member after they are received?

    <p>The Division Commander</p> Signup and view all the answers

    In which month should the inventory of fixed assets be conducted?

    <p>December</p> Signup and view all the answers

    What is required to be signed upon the completion of the inventory?

    <p>The inventory printout</p> Signup and view all the answers

    What information must the memorandum attached to the inventory printout contain?

    <p>Details of inaccuracies and pertinent information</p> Signup and view all the answers

    How should the individual element printouts be treated according to the procedure?

    <p>They cannot be combined</p> Signup and view all the answers

    Which of the following is NOT a responsibility of the Inventory Member during the inventory process?

    <p>Completing a formal report to the Board President</p> Signup and view all the answers

    What must be done with items that are stickered but not on the printout?

    <p>They should be reported in the memorandum</p> Signup and view all the answers

    What is the first step that the receiving element supervisor must take upon receiving Form 269 P.D.?

    <p>Print, sign and date the Form 269 P.D.</p> Signup and view all the answers

    What information must be included when notifying about the repair of office equipment?

    <p>The asset number or the serial number of the equipment.</p> Signup and view all the answers

    What decision does the FSU make regarding office equipment that is reported for repair?

    <p>Whether the equipment will be repaired or replaced.</p> Signup and view all the answers

    What should the Accounting Section do if the office equipment needs to be replaced?

    <p>Advise the element supervisor/commander to prepare a memorandum.</p> Signup and view all the answers

    What happens if office furniture is deemed beyond repair?

    <p>The Purchasing Section will coordinate destruction with the Accounting Section.</p> Signup and view all the answers

    Upon receiving the Form 269 P.D., what must the Inventory Control Coordinator do?

    <p>Sign and date the Form 269 P.D. after completing updates.</p> Signup and view all the answers

    What is a necessary action when reporting office furniture for repair?

    <p>Include the asset number or serial number in the notification.</p> Signup and view all the answers

    Who is responsible for forwarding the Form 269 P.D. for computer updates?

    <p>The receiving element supervisor/commander.</p> Signup and view all the answers

    Study Notes

    Yearly Inventory of Department Assets

    • Timely completion of inventory is essential for accurate reporting of department contents' value.
    • An annual contents insurance policy is based on the calculated value from inventory.
    • Inventory printouts, along with instructions, will be shared with Division Commanders for dissemination to Inventory Members.
    • Each department element must designate an Inventory Member to verify and complete annual inventories in December.
    • Upon completion, a signed printout and a memorandum detailing asset discrepancies must be submitted.
    • Mandatory details in the memorandum include asset numbers, inaccuracies, and pertinent information from the Inventory Member.
    • Combined printouts are not allowed; each element requires individual summary memorandums.

    Asset Inspection and Responsibilities

    • The Accounting Section conducts unannounced monthly inspections of 1 to 3 department elements.
    • Inspection selection noted in a log to ensure all elements are examined at least once.
    • Supervisor/Commander notified one day prior to inspection to assist in asset location.
    • Inspections range from 5% to 10% of total fixed assets of an element.
    • Any discrepancies found are communicated through a memorandum up the chain of command.
    • Specific unit responsibilities include:
      • Communications Support Unit: radios and communication equipment.
      • Technology Support Section: computers, laptops, and related software.
      • Fleet Operations Unit: vehicles, bicycles, and ATVs.
      • Supply Section: firearms and conducted electrical weapons.

    Lost or Stolen Items Procedure

    • If items are lost or stolen, a memorandum detailing the incident is forwarded up the chain of command for removal from inventory.
    • The memorandum must include asset descriptions, assigned element information, and serial numbers.
    • The Accounting Section updates inventory records as directed by the Executive Services Bureau Commander.

    Equipment Acquisition

    • New equipment requisitions processed by the Purchasing Section; Accounting Section determines fixed asset entry.
    • Receiving unit must notify Accounting within two weeks if items are delivered without an inventory control number.
    • Requests for surplus items are submitted to the Accounting Section for transfer.
    • Returning items to surplus requires written requests coordinated by Accounting.

    Equipment Transfer and Acknowledgment

    • Equipment transfers between sections require completion of Form 269 P.D. for acknowledgment by both relinquishing and receiving elements.
    • Both supervisors must sign, date, and forward the Form 269 P.D. through interdepartment mail.
    • Inventory Control Coordinator updates records after receiving the form and returns a copy to the relinquishing supervisor.

    Repair or Replacement of Office Equipment

    • For office equipment needing repairs, the Accounting Section must be notified with asset or serial numbers.
    • The FSU decides between repair or replacement of office equipment.
    • Request for replacement must be made in a memorandum through the chain of command to Purchasing.
    • Office furniture repairs or replacements also require notification to Purchasing and Accounting Sections, with corresponding asset numbers available.

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    Related Documents

    Kansas City Police Department Procedural Instruction 20-10 PDF

    Description

    This quiz focuses on understanding the process and importance of conducting a yearly inventory of department assets. It covers the responsibilities of department personnel and procedures for documenting asset management effectively. Test your knowledge of compliance with organizational inventory policies.

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