Questions and Answers
What must be included in the memorandum forwarded when equipment is lost or stolen?
Who is responsible for forwarding a memorandum regarding lost or stolen items?
What type of equipment is NOT listed under the Communications Support Unit responsibilities?
Which section is responsible for managing body worn cameras?
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What is required from the Accounting Section when an item is to be removed from inventory?
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Which of the following items is managed by the Supply Section?
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The forward of a memorandum through the chain of command is necessary for which scenario?
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Which of these options is a responsibility of the Fleet Operations Unit?
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What is the time frame in which the signed printout must be received by the Accounting Section after a request for inventory completion?
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What must happen for an optional property inventory to be conducted when a new supervisor/commander is assigned?
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What percentage of fixed assets is typically selected for inspection by the Accounting Section?
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What is required before forwarding the signed printout to the Inventory Control Coordinator?
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When should the completed inventories be forwarded to the FSU after a new supervisor is assigned?
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How will the Accounting Section notify the supervisor/commander of the element selected for inspection?
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What happens if additional time is required for inventory completion?
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What is the guideline for selecting elements for unannounced inspections?
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What is the role of the Accounting Section in regard to new equipment requisitions?
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What must a supervisor do if an ordered item is delivered but its inventory control number is not received?
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What is required for surplus inventory items to be transferred to a requesting unit?
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How should items be returned to surplus inventory from an element's inventory?
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What form is necessary for acknowledging the transfer of equipment between elements?
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What authority does the FSU Commander have regarding surplus equipment?
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What is the first step in processing a new equipment requisition?
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If a piece of equipment is transferred, who completes and forwards Form 269 P.D.?
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What is the purpose of completing the department inventory in a timely manner?
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Who is responsible for disseminating inventory printouts and instructions to the Inventory Member after they are received?
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In which month should the inventory of fixed assets be conducted?
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What is required to be signed upon the completion of the inventory?
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What information must the memorandum attached to the inventory printout contain?
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How should the individual element printouts be treated according to the procedure?
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Which of the following is NOT a responsibility of the Inventory Member during the inventory process?
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What must be done with items that are stickered but not on the printout?
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What is the first step that the receiving element supervisor must take upon receiving Form 269 P.D.?
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What information must be included when notifying about the repair of office equipment?
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What decision does the FSU make regarding office equipment that is reported for repair?
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What should the Accounting Section do if the office equipment needs to be replaced?
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What happens if office furniture is deemed beyond repair?
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Upon receiving the Form 269 P.D., what must the Inventory Control Coordinator do?
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What is a necessary action when reporting office furniture for repair?
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Who is responsible for forwarding the Form 269 P.D. for computer updates?
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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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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.
