Support Services. GuideBook

Size: px
Start display at page:

Download "Support Services. GuideBook"

Transcription

1 Support Services GuideBook

2 Table of Contents About Support Services 3 Quick Reference: How Do I 7 Architecture, Engineering and Planning 9 Asset Management 10 Badges and Parking Permits 15 Commodity Distribution and School Nutrition 17 Contracts and Purchasing 19 Copy Center 22 Design Services 25 Facilities Management 28 Fleet Management 31 Imaging Center 33 Mail Center 35 Print Shop 39 Property Management 43 Records Management 55 Supply Warehouse 61 Surplus Property and Disposal 65 Travel Services 67 Support Services Contact Directory 71 Acronyms 75 Forms Index 77 Sample Forms 78 1

3 2

4 About Support Services Support Services provides essential services to keep our agency s statewide offices running smoothly so our employees can maintain focus on what they do best. The division is organized into six units: 1) Architecture and Engineering This unit provides architectural and engineering services utilizing computer-aided design software for the remodel of existing facilities, design and engineering of new facilities, and space planning. The unit also provides services regarding Americans with Disabilities Act compliance, building inspection, indoor air quality testing and monitoring, compliance with all building codes and standards, as well as interior design and landscape planning. 2) Commodity Distribution and School Nutrition This unit warehouses and distributes U.S. Department of Agriculture-donated commodities to recipient agencies for compliance with federal requirements and regulations, and it provides technical assistance and training in the proper usage and storage of commodity foods. It coordinates with food processors to provide food for recipient agencies and contracts with Oklahoma City and Tulsa community food banks to provide food for distribution statewide to individuals determined eligible by their program guidelines. 3) Contracts and Purchasing This unit is responsible for the procurement of all equipment, supplies and services supporting the agency, as well as contracts providing services to DHS clients. Services include contracting advice, facilitating projects and emergencies, coordination with the state s Office of Management and Enterprise Services (formerly Department of Central Services), and monitoring for compliance with all state and federal requirements. 4) Departmental Services This unit provides logistical support for all DHS offices and facilities. Services include ordering, warehousing and distributing supplies and office equipment; disposal of surplus property; management of administrative and client records; open records management; air travel; processing of agency mail; asset management; graphic design and photography; copy and printing services; document imaging services; and fleet management. 3

5 5) Facilities Management This unit provides remodeling services, office renovations, custom building and on-site improvements, custom work-station design and manufacture, fire damage restoration, facility maintenance, complete roof replacement or repair, security systems, fire alarm and sprinkler systems, telephone system installation and repair, and other general repairs. This unit also provides repair and services to all DHS vehicles. 6) Property Management This unit is responsible for the coordination of all new construction and remodeling projects as well as planning of office and other functional space, including reviewing floor plans for compliance with state leasing standards, advertising for space, reviewing and evaluating potential sites for functional space, negotiating and preparing leases, and coordinating moves into new spaces. Support Services not only offers core services to DHS, but it also is a key component of the policydirected procedures staff is required to follow. Whether you re sending mail, storing records, printing pamphlets, repairing a leaky roof, disposing of broken office furniture or doing a variety of other day-to-day activities, Support Services is involved in the process. This guidebook explains what these services are and how to access them. See the forms section in the back of this book for forms used to request support services. 4

6 Support Services Organizational Chart DIRECTOR OF HUMAN SERVICES Ed Lake FINANCE AND ADMINISTRATION Director David Ligon SUPPORT SERVICES Director Adele Jack Administrative Programs Officer 2 Esther Goldsmith DEPARTMENTAL SERVICES Programs Administrator Larry Reese COMMODITY DISTRIBUTION Programs Administrator Nancy Ebahotubbi CONTRACTS & PURCHASING Programs Coordinator Greg Duke PROPERTY MANAGEMENT Programs Administrator Deborah Holt ARCHITECTURE, ENGINEERING & PLANNING Chief Architect Scott Gould FACILITIES MANAGEMENT Construction Superintendent Mike Wolfe 74 Employees 22 Employees 4 Employees 6 Employees 8 Employees 85 Employees 5

7 6

8 Quick Reference: How Do I How do I get an ID badge for a new employee? (Badges and Parking Permits) How do I obtain an ID badge if I m in the field or in a non-state office? (Badges and Parking Permits) How do I know whether to use the Copy Center or the Print Shop? (Copy Center, Print Shop) How do I create a brochure, flyer, poster or other print publication? (Design Services) How do I find which publications are available online? (Design Services) How do I get my office s roof repaired? (Facilities Management) How do I get my office s plumbing fixed? (Facilities Management) How do I get my office space rearranged? (Facilities Management) How do I get copies of mandatory posters for my office? (Facilities Management) How do I reserve a car? (Fleet Management) How do I get maintenance service for my office s state vehicle. (Fleet Management) How do I order a reprint of an existing publication? (Print Shop) How do I order office supplies? (Supply Warehouse) Page 15 Page 15 Page 22, 39 Page 26 Page 27 Page 28 Page 28 Page 28 Page 29 Page 31 Page 31 Page 40 Page 61 7

9 How do I order office furniture? (Supply Warehouse) How do I get rid of furniture or office equipment we no longer use? (Surplus Property and Disposal) How do I book a flight? (Travel Services) Page 61 Page 65 Page 67 8

10 Architecture, Engineering and Planning Architecture, Engineering and Planning provides architectural and engineering services utilizing computer-aided design software for the remodel of existing facilities, design and engineering of new facilities, and space planning. Degreed and licensed professionals also provide services regarding Americans with Disabilities Act compliance, building inspection, indoor air-quality testing and monitoring, compliance with all building codes and standards, as well as interior design and landscape planning. The unit contracts with outside consultants when additional technical expertise is required. To obtain floor plans, see the Facilities Information Management System site of the InfoNet. The path is Home > Job Functions > Support Services > Architecture Engineering & Planning > Facilities Information Management System (FIMS) > OKDHS Facilities. Floor plans are available for most DHS facilities in PDF format, suitable for 8.5 x 11-inch printing. These floor plans can be used for drawing and posting fire evacuation routes at various locations in your building. Contact at the Property Management Unit for the following: To request space-planning services. If your request has funding and approval, PMU will initiate the project for Architecture and Engineering to begin work. If staff are complaining of odors in the building or headaches. PMU will work with Architecture and Engineering to set up air-quality testing at your site. If you have overcrowded workplace conditions, or if you need more space or a new facility. If needs are justified and funding is approved, then PMU will work with Architecture and Engineering to develop a course of action for either remodeling existing space or designing a new facility. Your office is not charged for these services. Fees either come out of the unit s operating account or funding set up by the agency. Architecture, Engineering and Planning Unit OU Medical Center Nicholson Tower 940 N.E. 13th St., Suite 5820 Oklahoma City, OK P.O. Box Oklahoma City, OK Fax:

11 Asset Management Services provided: An online asset management tracking system, Fixed Assets Management System (FAMS), which serves as the official DHS asset inventory Coordination of bar code assignments for agency acquisitions Reconciliation of acquisition costs to paid claims On-site coordination of annual asset audits Assistance to locations regarding reconciliation of discrepancies Statewide training program regarding legal and policy issues relevant to asset tracking Audit results and recommendations provided to administration Agency-wide location code system Gateway to the Office of Management and Enterprise Services, Division of Capital Assets Management for all asset-tracking issues Asset disposal coordination Numerous fiscal reports provided to the Office of Inspector General, DCAM and OMES Asset accountability A bar code must be assigned for purchases exceeding $500, such as IT and telecommunication equipment (i.e. computers, printers, fax machines, two-way radios), and for purchases exceeding $2,500 (all other tangible assets). Items under the stated value can be transferred from one location to another without notifying the Departmental Services Unit so long as the transfer is not outside the agency. However, each location is responsible and accountable for all items purchased with state funds, regardless of cost. To get a bar code assigned for new equipment, complete a form 23AM002E (Asset Inventory Transaction Request) and attach purchase documentation (contract, invoice, etc.), then mail to Asset Management (address at end of this section). Please reference Bar code assignment/adding to asset records on page 11 for additional information. Inventory audits for agency assets occur on an annual basis. You must sign a form 23AM001E (Asset Accountability) for mobile assets, such as a state-issued laptop, for the sake of accountability. This form provides a way to track such items to a user. The Office of Inspector General recommends use of this form for all assigned assets. Items sent for repair or loaned out should also be documented on form 23AM001E. This allows the location to have a signed receipt of the person who currently possesses the item. 10

12 Lost, damaged and stolen assets A location suspecting theft shall immediately report it to the local law enforcement agency. The location will forward a copy of the police report and any other pertinent details to Asset Management, which will then relay that information to the Office of Inspector General and the information security officer (when applicable). Please reference Stolen assets what to do on page 13 for additional information. A receipt must always be obtained for assets being removed from an agency location. If a receipt is not obtained, it becomes the responsibility of the owning location to provide a detailed memo of the circumstances to Asset Management, and accept accountability for the item being retired from records as lost. Notification for lost items is provided to that location s division administrator and to the Office of Inspector General. Negligence can result in reimbursement to the department. If a state employee destroys state property, a check may be made out to the Oklahoma Department of Human Services. State property cannot be thrown away without authorization or given away as gifts. You cannot give your boss his favorite chair as a retirement present. Such assets may be purchased at a DCAM auction, if and when they go to an agency auction. Items must be approved to be thrown away even non-inventory equipment and this will normally only occur when items are deemed a health and safety hazard and pre-approved by DCAM. Even old things that appear broken sell at DCAM auctions. Surplus items To order surplus items, request surplus items be picked up, request movement of furniture, assets, etc., or dispose of agency assets, contact at Surplus Property and Disposal, For more information on surplus property, go to the Surplus Property and Disposal section in this guide. Bar code assignment/adding to asset records Upon receipt of a new asset, a location should immediately write or place the eight-digit Purchase Authorization (PA) number on the item. This can be done with a marker or label in such a way as to not deface the item, but still make the number available (i.e. maybe on the back or side of a computer). It is important that the PA number be on items over $500, and it is recommended it be written on items under $500, especially those that might be perceived as close to the $500 value. The 11

13 PA number will allow asset coordinators to trace the asset back to a definitive cost. It will also assist locations in ensuring that bar codes are placed on the appropriate item(s). The normal steps that occur to get an item bar coded and on records are as follows: DSU receives and/or obtains a copy of the purchase document (contract), reflecting the Purchase Authorization (PA) number and assigns bar code. DSU receives and/or obtains a form 23AM002E (Asset Inventory Transaction Request) from a location and assigns bar code. Receiving report and bar code are generated in DSU Asset Management and then mailed to the location. Location may already have received the item, written the PA number on it, and notified DSU that the item needs a bar code, or they may have not yet received the item. Location receives bar code, tags item (making sure the PA number and description match the receiving report), verifies serial numbers (when applicable), signs receiving report and mails back to DSU in a timely manner. Upon receipt of signed receiving report, DSU will release (add) said asset to the location s inventory. If items are still in boxes, locations should remove boxed items, verify serial numbers and affix bar codes accordingly. This should occur promptly upon receipt of bar codes; the location should not wait until items are unboxed for installation. It is to everyone s benefit that items be tagged properly prior to installation. If this is not feasible, please contact DSU immediately so that other arrangements can be made. Note that receipt of the bar code from DSU may occur before or after asset has been received. A location may contact DSU anytime concerning a new or existing asset that does not have a bar code affixed. Assets are not normally added to a location s records until a signed receiving report is returned to Asset Management. On certain occasions, or when receiving reports are delinquent in being returned, items may be added to the location per the paid claim. A paid claim verifies that the asset has been delivered. Placing PA numbers on equipment When equipment is received in your office, immediately place the PA number on the item. This is to be done regardless of cost. This will allow items to be traced back to their original purchase price and will ensure the bar code can be placed on the correct item. 12

14 Placing bar code numbers on equipment Tags are to be placed in a visible sight on a flat surface. This will allow for easy visible access as well as reading by a bar code scanner during an audit. It is very critical that bar code tags be affixed to the correct item. If a bar code tag is removed, it becomes invalid (void) and is no longer readable by the bar code scanning device. If this should happen, contact Asset Management who will determine if a new bar code number will be assigned or if you can just write the bar code number on the item. SORC, NORCE and GREER should engrave the bar code number, when feasible. Equipment receiving reports When a location receives an equipment receiving report, they will also receive the bar code tag(s) for asset(s) listed. If serial numbers are listed on the receiving report, it is critical that the bar code tag be affixed to the item that matches the serial number. If serial numbers are not listed on the receiving report, it is critical that you provide the accurate serial number that matches the item description and bar code tag that you permanently affixed to the item. If the item does not have a serial number at all, it is still very critical that the bar code tag is placed on the correct item in accordance with the receiving report. Built-in equipment Bar codes are not assigned to assets that are built-in. To be considered built-in, equipment must meet at least one of the following criteria: Hard-wired directly into the electrical system (not plugged into an outlet) Connected directly to the building s plumbing system Be a permanently constructed part of a building Stolen assets - what to do Concerning stolen assets, the location should proceed as follows: Notify the local police department and request they document the following on their report: o Bar code number o Serial number o Descriptions Obtain a copy of the completed police report Complete a form 23AM002E (Asset Inventory Transaction Request) Select the Delete option Select the Stolen option 13

15 Fill in the required fields as follows: o Location code o Asset bar code o Serial number o Detailed description o Y or N reflecting that a form 23AM001E (Asset Accountability) is attached o Y or N reflecting that a police report is attached Print, sign and date the Asset Inventory Transaction Request Submit the following to Asset Management: o Original signed form 23AM002E o Copy of the last signed documents (23AM001E, 23AM002E, etc.) o Copy of the police report Asset Management or Office of Inspector General (OIG) may request the following additional information regarding stolen assets: o Who last had the item and approximately when it was last seen o Who searched for the item and time spent searching o Facts known (or speculation) regarding the item s disappearance o What steps will be taken to enhance security measures Such items will be dropped/retired (vouchered) from the system as stolen. If a police report is not obtained, such will be removed as lost. The OIG is advised of stolen and lost assets. Additionally, any questions relevant to insurance or liability related to agency assets should be directed to the DHS Risk Management Unit. For more information regarding Asset Management, follow the InfoNet path: Home > Job Functions > Support Services > Departmental Services > Asset Management > Information. Asset Management Sequoyah Memorial Office Building 2400 N. Lincoln Blvd. Oklahoma City, OK Fax

16 Badges and Parking Permits Badge Coordination is responsible for coordinating security access to the Sequoyah Memorial Office Building, issuing photo ID badges to DHS personnel and issuing Sequoyah Building parking permits. ID badges are to be visible to security personnel at all times. Employees are to display their ID badges while: In the Sequoyah Building Acting as a DHS representative in the field On-site at any DHS location (statewide) Security badges to the Sequoyah Building are for walk-in requests only. Security badges are not mailed to the field because of security risk. To request a basic ID badge used in most county offices, your division administrator must Although a few county offices make their own badges, most requests go through the Sequoyah Building. To obtain a regular (non security access) ID badge as a walk-in, your supervisor completes employee ID badge request form 23AM010E (Employee ID Badge Request), which you will then hand-deliver to the Departmental Services Unit Badge Coordinator located in the Sequoyah Building basement in Oklahoma City. Badge services are available 8-11:30 a.m. and 1:30-4 p.m. Monday-Friday. To obtain a badge via , have someone take a photo of you, from the shoulders up, with a digital camera. Make sure your background is a solid color. Save the image as a.jpg file with your last and first name (Doe.John.jpg) and it with the completed form 23AM010E to org. The badge will be printed and mailed directly to the person making the request. Supervisors are responsible for recovering ID badges when an employee leaves DHS employment. All Sequoyah Building security access badges are to be returned to the Departmental Services Unit badge coordinator for cancellation. All non-security access badges may be destroyed by the local office. Parking permits (stickers) for the Sequoyah Building parking lot are intended for employees who are physically housed in that building. Applications can be obtained from the badge coordinator in the DSU. After issuance, the sticker may be used to park in the designated areas of the Sequoyah Building or the DHS overflow parking at the Oklahoma History Center. NOTE: Permits are not issued to employees with outstanding tickets, but an employee will be given a chance to take care of outstanding tickets and resubmit a request for a permanent parking permit. 15

17 The Sequoyah Building s visitor parking is on the north side of the building. Parking is limited to two hours. Parking tickets will be issued to violators by security guards. For extended parking, meetings, etc., a computer-printed page announcing employee name, meeting time and place of meeting should be placed on the dash of the vehicle, visible for security guard to read. For more information about ID badges, see the InfoNet (Path: Home > Job Functions > Support Services > Departmental Services > Badge Coordination > Information). Badges and Parking Permits Sequoyah Memorial Office Building, Room C N. Lincoln Blvd. Oklahoma City, OK Fax

18 Commodity Distribution and School Nutrition The DHS Commodity Distribution and School Nutrition Unit is Oklahoma s state agency for the U.S. Department of Agriculture Food and Nutrition Services. Commodity Distribution strengthens the nutrition safety net through USDA foods distribution by removing surplus food and providing stability of market prices for products and strengthens the nutrition safety net through USDA Foods distribution to public and private schools, and it provides other nutrition assistance by distributing USDA foods to low-income families, emergency feeding programs and the elderly. School nutrition programs provide nutritionally balanced meals and milk to children in nonprofit private schools and nonprofit residential child-care institutions by participation in the following programs: National School Lunch Program National School Breakfast Program Special Milk Program After School Snack Program Use of commodities in a disaster/emergency situation In Oklahoma, the DHS Commodity Distribution Unit programs administrator, with USDA approval, releases foods to designated authorities for use in congregate feeding only. Disasters Oklahoma typically faces are tornadoes, floods and ice storms. The CDU can request and has obtained baby food, formula and shelf-stable milk from the USDA for congregate sites. A major mission for the designated sites is to prepare and, if necessary, find a source to deliver food to older people and people with disabilities who cannot come to the congregate sites. In a disaster situation in your county, please call Nancy Ebahotubbi, CDU programs administrator, at during business hours and after hours. Food Banks DHS contracts with the Regional Food Bank of Oklahoma and the Community Food Bank of Eastern Oklahoma in Tulsa to distribute The Emergency Food Assistance Program (TEFAP) foods for the low-income and unemployed population. DHS also contracts with the Regional Food Bank of Oklahoma in Oklahoma City to distribute Commodity Supplemental Food Program (CSFP) foods to elderly participants. For more information about TEFAP, including assistance in locating a food pantry, contact , or

19 Commodity Distribution is able to request diapers and formula only in disaster situations for use in congregate feeding settings. For more information about Commodity Distribution, see the InfoNet (Path: Home > Job Functions > Support Services > Information). Commodity Distribution and School Nutrition Sequoyah Memorial Office Building 2400 N. Lincoln Blvd. P.O. Box Oklahoma City, OK (business hours) (after hours) Fax:

20 Contracts and Purchasing Contracts and Purchasing strives to provide courteous, timely and accurate customer service in the acquisition of all goods and services for the agency s staff and clients using the highest legal, ethical and professional standards. Contracts and Purchasing coordinates all purchases of DHS and client goods and services, and provides periodic training to DHS staff. Unit staff serves as a liaison with the office of the state purchasing director and serve on major contract project teams coordinating the bid process from inception to final contract. Signature authority Do not sign agreements of any kind unless you have been given prior, specific, written authority by the DHS director to obligate the agency. Contact Contracts and Purchasing to obtain this authority; the unit maintains a file of all such approved signatures. Funding All procurements must be funded prior to obligation of funds. Additionally, contracts must be signed and approved by the time services are required. Either of these conditions may result in an unauthorized commitment. If an agreement is deemed unauthorized, a settlement agreement is processed through the Financial Services. Acquisitions Competitive acquisitions are made in accordance with the state s rules, based on Oklahoma Title 74. The central purchasing division of the state s Office of Management and Enterprise Services publishes the state s procurement rules, available at https://www.ok.gov/dcs/searchdocs/app/ manage_documents.php?id=946. For detailed information, contact your division liaison: Adult and Family Services Jill Stockford Aging Services Stacy Gholson Child Care Services Joni Riley Child Support Services Bettite Davenport Child Welfare Services Linda Beltran Developmental Disabilities Services Ron Porter Facilities Management Unit Cathy Downey Financial Services Jesse Bratton (ratification of unauthorized commitment) County offices should contact their regional secretary. Jill Stockford is liaison with Contracts and Purchasing. 19

21 Authority Purchases Contracts and Purchasing does not make authority purchases; use a form 23CO106E (Authority to Purchase). Authority purchases may not be made for mandatory statewide contract items, state use schedule items, ongoing services/repetitive payments or professional services, in accordance with OMES rules. They may not exceed $5,000. See split purchasing rules before making an authority purchase. For more information, contact Contracts and Purchasing. Exempt Professional Services Licensed professionals listed in Title 18 of Oklahoma Statutes are considered exempt professional services, therefore bidding is not required. To identify exempt professional services, read Title 18 at or contact Contracts and Purchasing. Inter-governmental contracts These contracts are awarded internally to inter-governmental entities (counties, state agencies, universities, public trusts) without a competitive bid. Sole Source For sole source contracts, the provider must be the only person or business entity qualified to provide the acquisition. If you are purchasing a product, it must be a unique brand or product. For this purchase, complete Form 002, available on the OMES Central Purchasing Division website, https://www.ok.gov/dcs/searchdocs/app/manage_documents.php?id=275 and detail efforts made to verify the service or product qualifies for sole source. Contracts and Purchasing will submit the form to the agency director. State Use State Use is a procurement program established to promote meaningful and gainful employment opportunities for persons with severe disabilities (74 O.S., 3001 et seq). The statute requires the OMES Central Purchasing Division to solicit, develop and negotiate contracts with qualified agencies and individuals for the program. State Use contracts are mandatory. Items/services available on a State Use contract must be purchased from a State Use vendor, but goods and services must be at market value. Statewide Items available on a Mandatory Statewide Contract must be purchased from that contract. To view statewide contracts, see 20

22 Oklahoma Correctional Industries (OCI) It is no longer mandatory to use OCI, but it must be one of the vendors solicited. Send a requisition to Contracts and Purchasing, and the unit will send a 3-C (purchase order) to OCI to place the order. Do not fax or the form 23CO106E (Authority to Purchase) or requisition to OCI. Use a DHS purchase authority number for every order. For more information, see Splitting purchases Splitting purchases means dividing a known quantity or failing to consolidate a known quantity of an acquisition for the purpose of evading a competitive bidding requirement. This is not allowed and is punishable by law. Conviction for making an acquisition by split purchase is a felony pursuant to 74 O.S. Section Timeliness Contracts and modifications must be received, processed and approved prior to effective date. Allow at least 30 days for processing, and longer for a request for proposal (RFP). Cell phones Employee agreements for DHS cell phones are to be retained in each office. For assistance, contact Daryl Myers in the Office of Business Quality. For more information about Contracts and Purchasing, see the InfoNet (Path: Home > Job Functions > Support Services > Information). Contracts and Purchasing Sequoyah Memorial Office Building 2400 N. Lincoln Blvd., 4th floor Oklahoma City, OK Fax:

Section 700 Fixed Assets

Section 700 Fixed Assets Section 700 Fixed Assets Section 701 Definition Fixed Assets Section 702 Responsibility for Fixed Assets Section 703 Inventory of Fixed Assets Section 705 Inventory Shortage Procedures Section 706 Inventory

More information

NASH ROCKY MOUNT PUBLIC SCHOOLS PURCHASING PROCEDURES

NASH ROCKY MOUNT PUBLIC SCHOOLS PURCHASING PROCEDURES 1 NASH ROCKY MOUNT PUBLIC SCHOOLS PURCHASING PROCEDURES INTRODUCTION The authority to purchase goods and services and to enter into contracts is given to Boards of Education by action of the North Carolina

More information

Miami University Purchasing Card Policy & Procedure

Miami University Purchasing Card Policy & Procedure Miami University Purchasing Card Policy & Procedure MAY 22, 2015 1 Table of Contents Program Purpose... 3 Overview... 3 Advantages... 4 Getting Started- Card Application & Activation... 4 Capabilities,

More information

LEVEL SECTION NUMBER DATE 1 FIN 011 01-29-04 SUBJECT: Equipment Receipt, Control, Inventory, and Disposal

LEVEL SECTION NUMBER DATE 1 FIN 011 01-29-04 SUBJECT: Equipment Receipt, Control, Inventory, and Disposal SUPERSESSION: Capitalization Policy and Inventory Control of Fixed Assets, Dated June, 1991. PURPOSE To establish uniform guidelines for accountability, receipt, control, inventory and disposal of equipment

More information

STATE OF MISSISSIPPI DEPARTMENT OF EDUCATION TOPIC: FIXED ASSETS AND FACILITY USAGE

STATE OF MISSISSIPPI DEPARTMENT OF EDUCATION TOPIC: FIXED ASSETS AND FACILITY USAGE SECTION: 14.0 PAGE 1 OF 6 FIXED ASSETS The State of Mississippi has stringent controls for the reporting of items designated as fixed assets. The Property Officer in the Fixed Assets Division of the Office

More information

FIXED ASSET POLICIES & PROCEDURES

FIXED ASSET POLICIES & PROCEDURES FIXED ASSET POLICIES & PROCEDURES Table of Contents WHAT ARE CAPITAL ASSETS?... 3 LAND... 3 BUILDINGS... 3 CONSTRUCTION IN PROGRESS... 3 LIBRARY HOLDINGS... 3 VEHICLES... 3 ARCHIVES AND COLLECTIONS...

More information

Administrative Policies and Procedures Manual 801 PURCHASING GOODS AND SERVICES

Administrative Policies and Procedures Manual 801 PURCHASING GOODS AND SERVICES VER: 1.0 CSA Review Date: 12/2008 Revised: 12/2008 Administrative Policies and Procedures Manual 801 PURCHASING GOODS AND SERVICES POLICY Purchases shall be made by: a purchase order issued by the Administrative

More information

LAS CRUCES PUBLIC SCHOOLS FIXED ASSETS PROCEDURES

LAS CRUCES PUBLIC SCHOOLS FIXED ASSETS PROCEDURES The purpose of this procedure is to define and outline responsibilities for management and control of the District s fixed assets. This procedure applies to all locations and personnel employed by Las

More information

Lyford CISD. Accounts Payable Manual

Lyford CISD. Accounts Payable Manual Lyford CISD Accounts Payable Manual TABLE OF CONTENTS Requisitions.....3 Purchase Orders..5 Open Purchase Orders...7 Emergency Purchases.8 Accounts Payable 8 Check Distribution 10 Double Orders...10 Budget

More information

Office Relocation Planning Guide. The Department of Administrative Services (DAS) offers these guidelines to help plan office relocations.

Office Relocation Planning Guide. The Department of Administrative Services (DAS) offers these guidelines to help plan office relocations. The Department of Administrative Services (DAS) offers these guidelines to help plan office relocations. Who from DAS can help you? Consider these DAS groups as resources to help make your relocation as

More information

Mississippi Institutions of Higher Learning IHL Executive Office. Administrative Policies. Property Guidelines

Mississippi Institutions of Higher Learning IHL Executive Office. Administrative Policies. Property Guidelines Page No. 1 of 7 Purpose The purpose of maintaining a furniture and equipment inventory is to comply with the Stateowned property inventory rules of the Mississippi Administrative Procedures Act and the

More information

KENTUCKY FINANCE AND ADMINISTRATION CABINET. Guide for Drivers of the Commonw ealt h s Vehicles

KENTUCKY FINANCE AND ADMINISTRATION CABINET. Guide for Drivers of the Commonw ealt h s Vehicles KENTUCKY FINANCE AND ADMINISTRATION CABINET Guide for Drivers of the Commonw ealt h s Vehicles Guide for Drivers of the Commonwealth s Vehicles Table of Contents APPLICABILITY... 3 THE STATE-WIDE MOTOR

More information

KENTUCKY FINANCE AND ADMINISTRATION CABINET. Agency Guide for the Commonwealth s Vehicles

KENTUCKY FINANCE AND ADMINISTRATION CABINET. Agency Guide for the Commonwealth s Vehicles KENTUCKY FINANCE AND ADMINISTRATION CABINET Agency Guide for the Commonwealth s Vehicles Agency Guide for the Commonwealth s Vehicles Table of Contents APPLICABILITY... 4 Agency Fleet Contact... 5 MILEAGE

More information

FLORIDA A&M UNIVERSITY TALLAHASSEE, FLORIDA PURCHASING DEPARTMENT QUICK REFERENCE BROCHURE

FLORIDA A&M UNIVERSITY TALLAHASSEE, FLORIDA PURCHASING DEPARTMENT QUICK REFERENCE BROCHURE FLORIDA A&M UNIVERSITY TALLAHASSEE, FLORIDA PURCHASING DEPARTMENT QUICK REFERENCE BROCHURE TABLE OF CONTENTS PAR. TOPICS 1 PURCHASING FUNCTION 2 PUBLIC LAW 3 PURCHASING MANUAL 4 OPERATING POLICIES AND

More information

OFFICE OF MANAGEMENT AND ENTERPRISE SERVICES

OFFICE OF MANAGEMENT AND ENTERPRISE SERVICES OFFICE OF MANAGEMENT AND ENTERPRISE SERVICES FLEET MANAGEMENT DEPARTMENT ADMINISTRATIVE RULES OAC 260:75 Including revisions effective Sep 12, 2014 Notice: The rules found on this Web site are unofficial.

More information

FIXED ASSET GUIDELINES

FIXED ASSET GUIDELINES 2010 FIXED ASSET GUIDELINES ISSUED APRIL 2010 Table of Contents 1.0 INTRODUCTION... 1 2.0 DEFINITIONS... 1 3.0 DEFINING FIXED ASSETS... 2 3.1 Explanation of what constitutes a MUN fixed asset.... 2 3.2

More information

Central Receiving Policies & Procedures Manual North Carolina Central University Central Receiving

Central Receiving Policies & Procedures Manual North Carolina Central University Central Receiving Central Receiving Policies & Procedures Manual North Carolina Central University Central Receiving 625 George Street Durham NC 27707 Phone: (919) 530-6441 Fax: (919) 530-6152 Hours of Operation: Monday

More information

Instructions for the Automated Administrative Budget Sponsors of Day Care Homes and Sponsors of Unaffiliated Centers

Instructions for the Automated Administrative Budget Sponsors of Day Care Homes and Sponsors of Unaffiliated Centers CHILD CARE FOOD PROGRAM (CCFP) Instructions for the Automated Administrative Budget Sponsors of Day Care Homes and Sponsors of Unaffiliated Centers The automated administrative budget is available on the

More information

THE EVERGREEN STATE COLLEGE

THE EVERGREEN STATE COLLEGE The Evergreen State College Procurement Card Guide JP Morgan Chase VISA THE EVERGREEN STATE COLLEGE PROCUREMENT CARD HANDBOOK For Cardholders & Authorized Users Card Custodians Approving Officials Rev

More information

MAXIMO 7 TRAINING GUIDE PURCHASING & RECEIVING FLORIDA INTERNATIONAL UNIVERSITY. P 202.262.2500 3451 NE 1 st Ave M1008 Miami, FL 33137

MAXIMO 7 TRAINING GUIDE PURCHASING & RECEIVING FLORIDA INTERNATIONAL UNIVERSITY. P 202.262.2500 3451 NE 1 st Ave M1008 Miami, FL 33137 MAXIMO 7 TRAINING GUIDE PURCHASING & RECEIVING FLORIDA INTERNATIONAL UNIVERSITY P 202.262.2500 3451 NE 1 st Ave M1008 Miami, FL 33137 Table of Contents I CHAPTER 1 THE PURCHASING MODULES...5 1.1 Objectives...

More information

FIXED ASSET AND CAPITAL PURCHASE POLICY

FIXED ASSET AND CAPITAL PURCHASE POLICY FIXED ASSET AND CAPITAL PURCHASE POLICY Section I: Definition of a Fixed Asset: A Fixed Asset is any tangible asset purchased for use in the day-to-day operations of the College from which an economic

More information

ADMINISTRATIVE PROCEDURE

ADMINISTRATIVE PROCEDURE Categories of Fixed Assets 1. Land -Land as well as the costs incurred in preparing the land for its intended purpose. These costs include, but are not limited to, purchase costs, real estate commissions,

More information

HOWARD UNIVERSITY. I. Policy Statement. II. Rationale. III. Entities Affected by the Policy. IV. Definitions. Policy Number: 300-004

HOWARD UNIVERSITY. I. Policy Statement. II. Rationale. III. Entities Affected by the Policy. IV. Definitions. Policy Number: 300-004 HOWARD UNIVERSITY Policy Number: 300-004 Policy Title: ASSET CAPITALIZATION Responsible Officer: Chief Financial Officer Responsible Offices: Office of the Controller, Departments of Strategic Sourcing

More information

James Villanueva / Street Address: City/State/Zip: Street Address: City/State/Zip: Name: Email: Phone Number: Fax Number:

James Villanueva / Street Address: City/State/Zip: Street Address: City/State/Zip: Name: Email: Phone Number: Fax Number: / For Office Use Only Producer Email Telephone q James Villanueva jamesv@piag.org 404-838-8554 q Lamar Coates lamar@piag.org 678-816-1170 Date Submitted Date Requested PIAG INSURANCE SERVICES James Villanueva

More information

Southeastern Oklahoma State University

Southeastern Oklahoma State University Southeastern Oklahoma State University Purchasing Policy and Procedures Manual January 2011 Southeastern Oklahoma State University Purchasing Policy and Procedures Manual January 2011 Table of Contents

More information

Supply Chain Security Audit Tool - Warehousing/Distribution

Supply Chain Security Audit Tool - Warehousing/Distribution Supply Chain Security Audit Tool - Warehousing/Distribution This audit tool was developed to assist manufacturer clients with the application of the concepts in the Rx-360 Supply Chain Security White Paper:

More information

Equipment Management Guidelines

Equipment Management Guidelines Equipment Management Guidelines The following guidelines were developed by the CSU Financial Officers Association to assist campuses in implementing Executive Order 649, Safeguarding State Property. Revised

More information

General Brainstorm Checklist for Relocation Preparations

General Brainstorm Checklist for Relocation Preparations People. Performance. Productivity. General Brainstorm Checklist for Relocation Preparations PLEASE NOTE: This list is not intended to be comprehensive. Each project has its own scale and so the scope of

More information

FIXED ASSET ACCOUNTING AND MANAGEMENT PROCEDURES MANUAL. 1 Purpose. 2 Scope. 3 Responsibilities by Major Asset Category

FIXED ASSET ACCOUNTING AND MANAGEMENT PROCEDURES MANUAL. 1 Purpose. 2 Scope. 3 Responsibilities by Major Asset Category Section 13 1 Purpose The purpose of this section is to govern the removal of a fixed asset or controlled item from the custodial department s records and to account for the resulting gain or loss. To achieve

More information

PROCUREMENT POLICIES AND PROCEDURES

PROCUREMENT POLICIES AND PROCEDURES PROCUREMENT POLICIES AND PROCEDURES The following is intended as an informative guide to all individuals involved in requesting goods and services. This policy is developed for compliance with ACA 19-11-201

More information

UNIVERSITY OF NORTH GEORGIA EQUPMENT/INVENTORY MANAGEMENT PROCEDURES MANUAL

UNIVERSITY OF NORTH GEORGIA EQUPMENT/INVENTORY MANAGEMENT PROCEDURES MANUAL Purpose: The purpose of this document is to assist UNG personnel in day to day equipment inventory control functions. Proper maintenance of this equipment inventory is necessary to achieve correct financial

More information

Notice of Statewide Contract Award

Notice of Statewide Contract Award State of Oklahoma Office of Management and Enterprise Services Central Purchasing Division Notice of Statewide Contract Award Official signed contract documents are on file with OMES-Central Purchasing.

More information

SAN FRANCISCO COMMUNITY COLLEGE DISTRICT ADMINISTRATIVE PROCEDURES MANUAL

SAN FRANCISCO COMMUNITY COLLEGE DISTRICT ADMINISTRATIVE PROCEDURES MANUAL 1 of 6 A. Property Accounting All District Property shall be accounted for through the use of appropriate records and inventory procedures. Deeds shall be properly recorded and safeguarded. All equipment

More information

Chapter 8 Cash Disbursements and Checks

Chapter 8 Cash Disbursements and Checks Chapter 8 Cash Disbursements and Checks All disbursements from internal funds must be in the form of approved pre-numbered checks, with the exception of disbursements from change funds. Internal funds

More information

NRCS New Mexico Vehicle Fleet Management Guide

NRCS New Mexico Vehicle Fleet Management Guide NRCS New Mexico Vehicle Fleet Management Guide TABLE OF CONTENTS PURPOSE REVIEW POLICY/PROCEDURE 1. Definitions 2. Roles and Responsibilities 3. Vehicle Acquisition and Replacement 4. Vehicle Assignments

More information

Chapter 10 Receiving, Inspection, Acceptance Testing and Acceptance or Rejection

Chapter 10 Receiving, Inspection, Acceptance Testing and Acceptance or Rejection Chapter 10 Receiving, Inspection, Acceptance Testing and Acceptance or Rejection Table of Contents Receiving, Inspection, Acceptance Testing and Acceptance or Rejection...1 Chapter 10...3 Receiving, Inspection,

More information

FLORIDA ATLANTIC UNIVERSITY. Property Policy

FLORIDA ATLANTIC UNIVERSITY. Property Policy FLORIDA ATLANTIC UNIVERSITY Property Policy 2014 1 Table of Contents 1. PURPOSE 2. INTRODUCTION 3. DEFINITIONS 3.1. Property 3.2. Property Manager 3.3. Accountable Officer 3.4. Surplus 3.5. Salvage 3.6.

More information

Overview. Responsibility

Overview. Responsibility Overview Property management is an important function at the University. Prudent inventory practices help protect the University s multi-million dollar investment in equipment, provide documentation needed

More information

Shipping, Receiving, and Mail Services Procedure

Shipping, Receiving, and Mail Services Procedure Shipping, Receiving, and Mail Services Procedure Procedure Number Effective Date 5.1.3P TBD 1.0 PURPOSE The functions of Mail Services include receiving, processing, and delivering incoming, outgoing,

More information

FEDERAL PROPERTY MANAGEMENT PROCEDURE GUIDE

FEDERAL PROPERTY MANAGEMENT PROCEDURE GUIDE FEDERAL PROPERTY MANAGEMENT PROCEDURE GUIDE Purpose The Federal Property Management Procedure Guide provides basic procedures for the management of federal property under North Dakota State University

More information

Request for Proposal RFP #201501. Printing & Mailing Services

Request for Proposal RFP #201501. Printing & Mailing Services Request for Proposal Printing & Mailing Services Date of Issue: 03/24/2015 For period beginning: 05/01/2015 Due Date/Time for Receipt of Proposals: 04/06/2015 @ 2:00 p.m. (EDT) RFP Number: 201501 Date

More information

Procurement Credit Card Handbook

Procurement Credit Card Handbook California State University East Bay Revised December 2014 Office of Procurement Services Procurement Credit Card Handbook The CSUEB Procurement Card Handbook is in support of the CSU system ICSUAM policy

More information

Finance and Administration Cabinet Manual of Policies and Procedures. Agency Head means an individual who oversees the operations of the agency.

Finance and Administration Cabinet Manual of Policies and Procedures. Agency Head means an individual who oversees the operations of the agency. FAP 111-58-00 PROCUREMENT CARD PROGRAM PROCUREMENT CARD PROGRAM DEFINITIONS Agency means a spending unit. Agency Head means an individual who oversees the operations of the agency. Agency Site Administrator

More information

RANDALL COUNTY FIXED ASSET POLICY April 2002 Revised 5/20/2014

RANDALL COUNTY FIXED ASSET POLICY April 2002 Revised 5/20/2014 RANDALL COUNTY FIXED ASSET POLICY April 2002 Revised 5/20/2014 Fixed Asset Policy 1 I. INTRODUCTION The Taxpayers of Randall County have an enormous investment in our county buildings, land, furnishings,

More information

Fixed Assets Inventory General Information

Fixed Assets Inventory General Information Fixed Assets Inventory General Information Fixed assets accounting is an important part of the stewardship responsibility of school officials, both appointed and elected. Care of school property is a legal

More information

Charleston County. Procurement Card Program. Policies and Procedures Manual

Charleston County. Procurement Card Program. Policies and Procedures Manual Charleston County Procurement Card Program Policies and Procedures Manual September 2014 PARTIES INVOLVED Card Program Administrator - The central Administrator located in the County of Charleston's Procurement

More information

HIPAA Security Alert

HIPAA Security Alert Shipman & Goodwin LLP HIPAA Security Alert July 2008 EXECUTIVE GUIDANCE HIPAA SECURITY COMPLIANCE How would your organization s senior management respond to CMS or OIG inquiries about health information

More information

FUEL CARD PROGRAM - User Guide

FUEL CARD PROGRAM - User Guide FUEL CARD PROGRAM - User Guide Introduction The State of Georgia Fuel Card (the card) is a charge card designed to enable authorized State of Georgia employees to make fuel purchases for vehicles and equipment

More information

Fixed Asset Management

Fixed Asset Management Fixed Asset Management Policy/Procedure This policy applies to faculty and staff with responsibility for purchasing, maintaining or disposing of Fixed Assets, including Department Chairs, Department Heads,

More information

OHIO DEPARTMENT OF PUBLIC SAFETY BUREAU OF MOTOR VEHICLES MOTOR VEHICLE DEALER LICENSING INFORMATION AND INSTRUCTIONS WHO NEEDS A LICENSE?

OHIO DEPARTMENT OF PUBLIC SAFETY BUREAU OF MOTOR VEHICLES MOTOR VEHICLE DEALER LICENSING INFORMATION AND INSTRUCTIONS WHO NEEDS A LICENSE? OHIO DEPARTMENT OF SAFETY BUREAU OF MOTOR VEHICLES MOTOR VEHICLE DEALER LICENSING INFORMATION AND INSTRUCTIONS WHO NEEDS A LICENSE? Any person engaged in the business of offering for sale, displaying for

More information

Office of Business and Finance Asset Management 4.21

Office of Business and Finance Asset Management 4.21 OBJECTIVE To ensure the recording and maintenance of capital assets in accordance with state and federal regulations. POLICY Applies to: Any person responsible for purchasing, recording and maintaining

More information

FINANCIAL CONTROLS POLICIES AND PROCEDURES FOR SMALL NONPROFIT ORGANIZATIONS

FINANCIAL CONTROLS POLICIES AND PROCEDURES FOR SMALL NONPROFIT ORGANIZATIONS By Cindy Cumfer NOTE: These policies and procedures are designed for small nonprofits that do not have an administrator with financial expertise. They are set up to divide the fiscal control roles between

More information

Colocation Center Policies & Procedures

Colocation Center Policies & Procedures Integra Integra Telecom, Inc. has adopted the following Policies and Procedures related to our Colocation Services and use of our Colocation Centers. The Policies and Procedures are subject to change as

More information

Travel Card Policy and Procedure Manual

Travel Card Policy and Procedure Manual Policy and Procedure Manual Table of contents 1. Introduction... 3 2. Reason for Policies and Procedures... 3 3. Who Needs To Know the Policies and Procedures... 3 4. Definitions... 3 5. Contact Information...

More information

TABLE OF CONTENTS. Purchasing and Contracts Division... 1. Purchasing Policies and Procedures... 1. The Competitive Process... 2

TABLE OF CONTENTS. Purchasing and Contracts Division... 1. Purchasing Policies and Procedures... 1. The Competitive Process... 2 TABLE OF CONTENTS Title Page Purchasing and Contracts Division... 1 Purchasing Policies and Procedures... 1 The Competitive Process... 2 Vendor Participation... 2 Vendor Database... 2 Web Site Information...

More information

Facilities Planning & Management Maintenance Repair Parts Policies & Procedures

Facilities Planning & Management Maintenance Repair Parts Policies & Procedures Facilities Planning & Management Policies & Procedures Revised 10/2013 Facilities Planning & Management Policies & Procedures PURCHASE REQUESTS cspolicy1.wpd 1-4 ISSUES FROM STOCK cspolicy2.wpd 5-7 MONTHLY

More information

Frequently Asked Questions (FAQs)

Frequently Asked Questions (FAQs) Frequently Asked Questions (FAQs) The University of Maryland College Park has established a VISA credit card purchasing program. This program has been developed in coordination with the State of Maryland

More information

DENVER PUBLIC SCHOOLS WAREHOUSE SERVICES HANDBOOK

DENVER PUBLIC SCHOOLS WAREHOUSE SERVICES HANDBOOK DENVER PUBLIC SCHOOLS WAREHOUSE SERVICES HANDBOOK A guide for district schools & departments requiring the goods and services provided by the Enterprise Management Warehouse & Distribution Service Department.

More information

Hickman Mills C-1 School District. Inventory Control Procedures

Hickman Mills C-1 School District. Inventory Control Procedures 1. Purpose To ensure the maintenance and implementation of adequate controls to account for the procurement, location, custody, and security of equipment purchased with District and Grant funds. To present

More information

THE UNIVERSITY OF AKRON VISA PROCUREMENT CARD PROGRAM USER S MANUAL

THE UNIVERSITY OF AKRON VISA PROCUREMENT CARD PROGRAM USER S MANUAL THE UNIVERSITY OF AKRON VISA PROCUREMENT CARD PROGRAM USER S MANUAL PURPOSE The Visa Procurement Card Program has been established as a service to campus departments. This program allows departments the

More information

South Dakota Fleet & Travel Management

South Dakota Fleet & Travel Management South Dakota Fleet & Travel Management Policy and Procedures for Assigned Drivers and Pool Vehicles July 2015 Vehicle Usage Policy In accordance with South Dakota Codified Law (SDLC) 5-25-1.1. Vehicles

More information

Office of Inspector General

Office of Inspector General AR 11-004 Office of Inspector General AUDIT OF THE FEDERAL TRADE COMMISSION WAREHOUSE OPERATIONS September 26, 2011 TABLE OF CONTENTS EXECUTIVE SUMMARY -------------------------------------------------------------------------------------------------------

More information

Example Accounting/Financial Policies

Example Accounting/Financial Policies Example Accounting/Financial Policies TABLE OF CONTENTS INTERNAL CONTROLS... 2 ACCESS TO RECORDS BY MEMBERS... 3 ACCOUNTING COMPUTER FILE BACK-UP PROCEDURE... 3 ACCOUNTING METHOD... 3 AUDIT COMMITTEE...

More information

LYFORD CISD FIXED ASSET POLICIES & PROCEDURES

LYFORD CISD FIXED ASSET POLICIES & PROCEDURES LYFORD CISD FIXED ASSET POLICIES & PROCEDURES Table of Contents Table of Contents..2 What is a Fixed Asset?..3 Responsibilities.....4 Inventory.....5 Transfer of Fixed Asset.....7 Equipment Check-Out Agreement....8

More information

GENERAL FIXED ASSETS Fixed Assets Administration

GENERAL FIXED ASSETS Fixed Assets Administration GENERAL FIXED ASSETS Fixed Assets Administration Colorado Revised Statutes (CRS) 22-45-101(2), 22-45-112, 29-1-506(1) and generally accepted accounting principles (GAAP) require that certain records be

More information

FAYETTEVILLE STATE UNIVERSITY

FAYETTEVILLE STATE UNIVERSITY FAYETTEVILLE STATE UNIVERSITY FIXED ASSETS Authority: Category: Issued by the Chancellor. Changes or exceptions to administrative policies issued by the Chancellor may only be made by the Chancellor. Business,

More information

6 FAM 1700 SPACE ALLOCATION AND RELATED SERVICES

6 FAM 1700 SPACE ALLOCATION AND RELATED SERVICES 6 FAM 1700 SPACE ALLOCATION AND RELATED SERVICES 6 FAM 1710 OFFICE SPACE ASSIGNMENT AND UTILIZATION, DESIGN AND CONSTRUCTION (CT:GS-174; 05-29-2013) (Office of Origin: A/OPR/RPM) 6 FAM 1711 GENERAL PROVISIONS:

More information

ARKANSAS TECH UNIVERSITY

ARKANSAS TECH UNIVERSITY ARKANSAS TECH UNIVERSITY INVENTORY CONTROL MANUAL SEPTEMBER 2005 PROPERTY MANAGEMENT OFFICE 204 BRYAN EXT. 6087 FAX 968-0227 INTRODUCTION The purpose of this Inventory Manual is to present a uniform method

More information

The supply of materials and services for the University must be undertaken as follows:

The supply of materials and services for the University must be undertaken as follows: 9.4 PURCHASING 9.4.1 Introduction Bellarmine University operates under a Central Purchasing system. Central Purchasing allows the University to take a comprehensive and coordinated approach to supplying

More information

University Fleet Services

University Fleet Services University Fleet Services Policies and Procedures May 2008 Contents Assignment and use of vehicles................. 2 Definition of personal use...................... 2 Driver requirements...........................

More information

FAYETTEVILLE STATE UNIVERSITY ACCOUNTS PAYABLE AND TRAVEL POLICY

FAYETTEVILLE STATE UNIVERSITY ACCOUNTS PAYABLE AND TRAVEL POLICY FAYETTEVILLE STATE UNIVERSITY ACCOUNTS PAYABLE AND TRAVEL POLICY Authority: Category: Issued by the Chancellor. Changes or exceptions to administrative policies issued by the Chancellor may only be made

More information

COUNTY OF YORK, VIRGINIA REQUEST FOR PROPOSALS RFP. Issue Date: August 22, 2008 RFP #: 1642

COUNTY OF YORK, VIRGINIA REQUEST FOR PROPOSALS RFP. Issue Date: August 22, 2008 RFP #: 1642 COUNTY OF YORK, VIRGINIA REQUEST FOR PROPOSALS RFP Issue Date: August 22, 2008 RFP #: 1642 Title: Applicant Tracking Software Classification Code: 20851 Issuing Agency: Using Agency And/Or Location Where

More information

The Firestone Cooperative Advertising Program

The Firestone Cooperative Advertising Program The Firestone Cooperative Advertising Program Contents Introduction... 3 Internet Advertising & E-Communications... 4 Print Advertising... 6 Direct Mail... 9 Yellow Pages...12 Proof of Performance Form...13

More information

GPO OFFICIAL DIGITAL SECURE. Doing business with GPO.

GPO OFFICIAL DIGITAL SECURE. Doing business with GPO. GPO OFFICIAL DIGITAL SECURE Doing business with GPO. GPO S MISSION Keeping America Informed as the OFFICIAL, DIGITAL, and SECURE source for producing, protecting, preserving, and distributing the official

More information

DJA-RA, EDB-RA, EDC Chief Operating Officer. Control of Furniture and Equipment Inventory

DJA-RA, EDB-RA, EDC Chief Operating Officer. Control of Furniture and Equipment Inventory REGULATION Related Entries: Responsible Office: DJA-RA, EDB-RA, EDC Chief Operating Officer MONTGOMERY COUNTY PUBLIC SCHOOLS EDC-RA Control of Furniture and Equipment Inventory I. PURPOSE To set forth

More information

The Library of Congress Office of the Inspector General. Integrated Support Services

The Library of Congress Office of the Inspector General. Integrated Support Services Office of the Inspector General Integrated Support Services Increased Management Attention to Transportation Services Can Result in Savings March 2006 UNITED STATES GOVERNMENT Memorandum LIBRARY OF CONGRESS

More information

39C-1 Records Management Program 39C-3

39C-1 Records Management Program 39C-3 39C-1 Records Management Program 39C-3 Sec. 39C-1. Sec. 39C-2. Sec. 39C-3. Sec. 39C-4. Sec. 39C-5. Sec. 39C-6. Sec. 39C-7. Sec. 39C-8. Sec. 39C-9. Sec. 39C-10. Sec. 39C-11. Sec. 39C-12. Sec. 39C-13. Sec.

More information

SALES AND USE TAX TECHNICAL BULLETINS SECTION 7 PRINTERS, NEWSPAPER OR MAGAZINE PUBLISHERS AND BOOKBINDERS

SALES AND USE TAX TECHNICAL BULLETINS SECTION 7 PRINTERS, NEWSPAPER OR MAGAZINE PUBLISHERS AND BOOKBINDERS SECTION 7 - PRINTERS, NEWSPAPER OR MAGAZINE PUBLISHERS AND BOOKBINDERS 7-1 COMMERCIAL PRINTERS AND PUBLISHERS A. All retail sales of tangible personal property by commercial printers or publishers are

More information

101 Ways To Use A Virtual Office Assistant

101 Ways To Use A Virtual Office Assistant 101 Ways To Use A Virtual Office Assistant Bookkeeping You need to pay your bills. You mail or fax them to the VA. The VA sets up a checking account with payment authorization (or online bill payment services)

More information

FIXED ASSETS PROCEDURES

FIXED ASSETS PROCEDURES SECTION XI - INVENTORY / FIXED ASSETS FIXED ASSETS PROCEDURES WHO IS RESPONSIBLE? A. Building principals and department managers are accountable for assets/equipment within their immediate area of responsibility.

More information

BOWIE STATE UNIVERSITY ASSET MANAGEMENT POLICY & PROCEDURES MANUAL

BOWIE STATE UNIVERSITY ASSET MANAGEMENT POLICY & PROCEDURES MANUAL Prepare for Life BOWIE STATE UNIVERSITY ASSET MANAGEMENT POLICY & PROCEDURES MANUAL Effective: January 2007 TABLE OF CONTENTS I. Purpose..3 II. III. IV. General Information..4 Property Control....5-11

More information

Title 34 GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL Part XI. Fleet Management

Title 34 GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL Part XI. Fleet Management Title 34 GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL Part XI. Fleet Management Chapter 1. General Provisions 101. Program Definition A. Current Legal Authority. The Fleet Management Program

More information

California State Accounting Manual Object Classification Description. Descriptions for District Sub-Account Codes Associated with the Major Object

California State Accounting Manual Object Classification Description. Descriptions for District Sub-Account Codes Associated with the Major Object 4300 Materials and Supplies. Record expenditures for consumable materials and supplies to be used by students, teachers, and other LEA personnel. Instructional materials and supplies are those used in

More information

Palm Beach County Clerk & Comptroller s Office Contracting & Purchasing Review

Palm Beach County Clerk & Comptroller s Office Contracting & Purchasing Review Palm Beach County Clerk & Comptroller s Office Contracting & Purchasing Review SHARON R. BOCK Clerk & Comptroller Palm Beach County Audit Services Division September 18, 2008 Report 2008 03 September 18,

More information

Subject: UNIVERSITY VEHICLES AND RELATED VEHICLE EXPENDITURES

Subject: UNIVERSITY VEHICLES AND RELATED VEHICLE EXPENDITURES Policies on Specific Commodities/Services Number: 5.08 Subject: UNIVERSITY VEHICLES AND RELATED VEHICLE EXPENDITURES ENCOMPASSING Vehicle Acquisition, Vehicle Disposal, Fuel Purchases, Repair and Maintenance,

More information

New Fleet Management Software System

New Fleet Management Software System New Fleet Management Software System The Fleet Services staff received training in October 2003, and early 2004, in preparation for the installation of a new fleet management software system. Training

More information

SECTION: SUBJECT: PCI-DSS General Guidelines and Procedures

SECTION: SUBJECT: PCI-DSS General Guidelines and Procedures 1. Introduction 1.1. Purpose and Background 1.2. Central Coordinator Contact 1.3. Payment Card Industry Data Security Standards (PCI-DSS) High Level Overview 2. PCI-DSS Guidelines - Division of Responsibilities

More information

8.0.0.0.0 Accounts Receivable. I. Overview Definitions and Abbreviations. Equipment and Supplies Required

8.0.0.0.0 Accounts Receivable. I. Overview Definitions and Abbreviations. Equipment and Supplies Required 8.0.0.0.0 Accounts Receivable I. Overview Definitions and Abbreviations Equipment and Supplies Required Page 1 of 36 Revised October 2015 Version 4 II. Job Position(s) Accounts Receivable Clerk Page 2

More information

Purchasing Card Procedure Manual

Purchasing Card Procedure Manual Purchasing Card Procedure Manual Draft 05/26/11 Table of Contents PURCHASING CARD PROGRAM... 3 ACQUIRING A PURCHASING CARD... 3 TRAINING... 4 ACTIVATION AND RENEWAL... 4 CARDHOLDER ROLES & RESPONSIBILITIES...

More information

PROBATION AND PAROLE BUREAU STANDARD OPERATING PROCEDURES

PROBATION AND PAROLE BUREAU STANDARD OPERATING PROCEDURES PROBATION AND PAROLE BUREAU STANDARD OPERATING PROCEDURES Procedure No.: P&P 20-4 Reference: DOC 1.2.14; DOC 1.2.18; DOC 1.3.2 2-9-101 MCA; 2-17-Part 4, MCA; 61-5-103, MCA; 61-7-108, MCA; 2.6.201-214 ARM;

More information

Tulane Purchasing Card Policies and Procedures

Tulane Purchasing Card Policies and Procedures Tulane Purchasing Card Policies and Procedures I. Purpose The Purchasing Card program was established to provide a more efficient and cost-effective method for purchasing and paying for small dollar transactions,

More information

The Best Practices for Managing Early Childhood Learning Centers and Playgrounds on Campus

The Best Practices for Managing Early Childhood Learning Centers and Playgrounds on Campus The Best Practices for Managing Early Childhood Learning Centers and Playgrounds on Campus Marsh Risk Consulting 44 Whippany Road P.O. Box 1966 Morristown, NJ 07962-1966 July 2011 The Best Practices for

More information

State of Georgia Purchasing Card Program Policy Department of Administrative Services State Purchasing Division

State of Georgia Purchasing Card Program Policy Department of Administrative Services State Purchasing Division State of Georgia Purchasing Card Program Policy Department of Administrative Services State Purchasing Division I. State of Georgia Purchasing Card Program The purpose of this policy is to define the State

More information

Capital Asset Accounting Policies POLICY STATEMENT

Capital Asset Accounting Policies POLICY STATEMENT Responsible Executive: Controller Responsible Department: A&FS Review Date: May, 2015 Accounting & Financial Services Capital Asset Accounting Policies POLICY STATEMENT I. Capital Asset Policy A. General

More information

Purchasing Card User Manual/University Agency Plan

Purchasing Card User Manual/University Agency Plan FLORIDA ATLANTIC UNIVERSITY PURCHASING CARD PROGRAM Purchasing Card User Manual/University Agency Plan Refreshed July 1, 2015. I. KEY WORDS & PHRASES II. GENERAL III. GUIDELINES A. Card

More information

Importers must have written and verifiable processes for the selection of business partners including manufacturers, product suppliers and vendors.

Importers must have written and verifiable processes for the selection of business partners including manufacturers, product suppliers and vendors. Security Profile For each of the sections below, you will be required to write a response and/or upload a document demonstrating how your company adheres to the stated requirement. There is no one right

More information

Arkansas Tech University Procurement Card (P-Card) Program Policies and Guidelines Manual

Arkansas Tech University Procurement Card (P-Card) Program Policies and Guidelines Manual Arkansas Tech University Procurement Card (P-Card) Program Policies and Guidelines Manual March 5, 2013 (revised) Policies and guidelines will be changed to meet the needs of the Procurement Card (P-Card)

More information

Fleet Fuel Card Guidelines

Fleet Fuel Card Guidelines Fleet Fuel Card Guidelines Issued: September 1, 2007 Revised: September 30, 2013 State of Indiana Department of Administration Procurement Division TABLE OF CONTENTS Page Number Introduction 3 Card Acceptance

More information

OPIC. Business Purchases. General Information

OPIC. Business Purchases. General Information New Jersey Division of Taxation TAX OPIC Business Purchases Bulletin S&U-9 Introduction This bulletin provides information on the taxability of business purchases of various goods and services. It explains

More information