Podcast
Questions and Answers
What must be included in the memorandum forwarded when equipment is lost or stolen?
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?
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?
What type of equipment is NOT listed under the Communications Support Unit responsibilities?
Which section is responsible for managing body worn cameras?
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?
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?
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?
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?
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?
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?
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?
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?
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?
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?
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?
What happens if additional time is required for inventory completion?
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What is the guideline for selecting elements for unannounced inspections?
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?
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?
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?
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?
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?
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?
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?
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.?
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?
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?
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?
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?
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?
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?
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?
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?
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.?
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?
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?
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?
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?
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?
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?
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?
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.
