STEPS FOR PROPERTY INVENTORY OF SCHOOL PROPERTY.pptx

Steps on how to conduct an inventory in Property, Plant & Equipment

1. PRESENTED BY: MOHAMAD RAHIM SALIWAKE PROPERTY CUSTODIAN STEPS FOR PROPERLY INVENTORYING OF SCHOOL PROPERTY

2. PROPERTY CUSTODIAN is  responsible for the guardianship of government property, including its safekeeping, receipt, maintenance, repair, and issuance. They may also be responsible for ensuring that assets are stored, recorded, and secured properly. 

3. IMPORTANCE OF PROPERTY INVENTORY Legal documentation 2. Insurance claims 3. Asset management 4. Relocation or sale

4. TYPES OF PROPERTY INVENTORIES Residential : Houses, apartments, condos Commercial: Offices, retail spaces, warehouses Industrial: Factories, plants, mines Agricultural: Farms, ranches, vineyards

5. COMPONENTS OF A PROPERTY INVENTORY Real estate: Land, buildings, structures Personal property: Furniture, appliances, electronics Valuables: Jewelry, art, antiques Improvements: Additions, renovations, upgrades

6. INVENTORY METHODS Manual : Using spreadsheets or checklists Digital: Employing inventory management software Professional appraisers: For high-value items

7. TIPS FOR CONDUCTING A PROPERTY INVENTORY 1. Create a detailed checklist: Include all relevant categories and items . 2. Take photos: Document the condition of items . 3. Assign values: Estimate the worth of each asset. 4. Update regularly: Reflect changes in ownership or condition. 5. Store securely: Keep the inventory in a safe place. 6. Case Study: Successful Property Inventory

8. Inventory Schedules The Supply Officer/Property Custodian is required to take a physical inventory of all the equipment of their respective offices at least once a year

9. Inventory Schedules The inventory of supplies and materials in stock shall be made every six (6) months (June 30 and December 31). Ex. Medicines, Medical Supplies

10. The inventory of textbooks shall be undertaken at the end of the school year. Inventory Schedules

11. Planning the Inventory-Taking Steps in Conducting Inventory Taking

12. CREATION OF INVENTORY COMMITTEE Steps in Conducting Inventory Taking

13. PHYSICAL INVENTORY-TAKING Steps in Conducting Inventory Taking

14. Forms/ Documents Signatory Personnel Involved Steps 01 Planning the Inventory-Taking Property Custodian/ Supply Officer Approved Inventory Guidelines Head Teacher Steps in Conducting Inventory Taking

15. Forms/ Documents Signatory Personnel Involved Steps 01 Planning the Inventory-Taking 02 Creation of Inventory Committee Property Custodian/ Supply Officer (2 or more Employee) Property Custodian, Supply Officer, Internal audit of the agency Approved Inventory Guidelines None Head Teacher Head Teacher Steps in Conducting Inventory Taking

16. Forms/ Documents Signatory Personnel Involved Steps 01 Planning the Inventory-Taking 02 Creation of Inventory Committee 03 Physical Inventory-Taking Property Custodian/ Supply Officer (2 or more Employee) Property Custodian, Supply Officer, Internal audit of the agency Inventory Committee Approved Inventory Guidelines None A. Report on the Physical Count of Inventory B. Inventory tags serially pre-numbered with duplicates Head Teacher Head Teacher Inventory Committee/ Head Teacher/ COA or Internal Audit Steps in Conducting Inventory Taking

17. REPORT ON THE PHYSICAL COUNT OF INVENTORIES The RPCI is a form used to report the physical count of inventory items by type such as Office Supplies Inventory; Accountable Forms Inventory; Medical, Dental and Laboratory Supplies Inventory; Food Supplies Inventory, etc. which are owned by the agency/entity. It shall be prepared semi-annually by the Inventory Committee and by fund cluster.

18. Report of Lost, Stolen, Damaged, Destroyed Property Property Transfer Report Property Acknowledgement Receipt Other Forms 01 02 03 This form shall be used by the Accountable Officer to report or notify the auditor of the COA, the Chief Accountant and all others concerned of the lost, stolen, damaged or destroyed property. This form shall be used when there are transfers of property from one Accountable Officer /Agency/Fund Cluster to another Accountable Officer /Agency/Fund Cluster. The PAR shall be used in the Supply and/or Property Division/Unit to record the issue of PPE to end-user. It shall be maintained by fund cluster. It shall be renewed every three years or every time there is a change in custodianship/user of the property. Inventory Custodian Slip The ICS is a form used by the Supply and/or Property Custodian to issue tangible items amounting to less than P50,000 to end-user to establish accountability over them.

19. REPORT OF LOST, STOLEN, DAMAGED OR DESTROYED PROPERTY

20. Report of Lost, Stolen, Damaged, Destroyed Property Property Transfer Report Property Acknowledgement Receipt Other Forms 01 02 03 This form shall be used by the Accountable Officer to report or notify the auditor of the COA, the Chief Accountant and all others concerned of the lost, stolen, damaged or destroyed property. This form shall be used when there are transfers of property from one Accountable Officer /Agency/Fund Cluster to another Accountable Officer /Agency/Fund Cluster. The PAR shall be used in the Supply and/or Property Division/Unit to record the issue of PPE to end-user. It shall be maintained by fund cluster. It shall be renewed every three years or every time there is a change in custodianship/user of the property. Inventory Custodian Slip The ICS is a form used by the Supply and/or Property Custodian to issue tangible items amounting to less than P50,000 to end-user to establish accountability over them.

21. PROPERTY TRANSFER REPORT

22. Report of Lost, Stolen, Damaged, Destroyed Property Property Transfer Report Property Acknowledgement Receipt Other Forms 01 02 03 This form shall be used by the Accountable Officer to report or notify the auditor of the COA, the Chief Accountant and all others concerned of the lost, stolen, damaged or destroyed property. This form shall be used when there are transfers of property from one Accountable Officer /Agency/Fund Cluster to another Accountable Officer /Agency/Fund Cluster. The PAR shall be used in the Supply and/or Property Division/Unit to record the issue of PPE to end-user. It shall be maintained by fund cluster. It shall be renewed every three years or every time there is a change in custodianship/user of the property. Inventory Custodian Slip The ICS is a form used by the Supply and/or Property Custodian to issue tangible items amounting to less than P50,000 to end-user to establish accountability over them.

23. PROPERTY ACKNOWLEDGEMENT RECEIPT

24. Report of Lost, Stolen, Damaged, Destroyed Property Property Transfer Report Property Acknowledgement Receipt Other Forms 01 02 03 This form shall be used by the Accountable Officer to report or notify the auditor of the COA, the Chief Accountant and all others concerned of the lost, stolen, damaged or destroyed property. This form shall be used when there are transfers of property from one Accountable Officer /Agency/Fund Cluster to another Accountable Officer /Agency/Fund Cluster. The PAR shall be used in the Supply and/or Property Division/Unit to record the issue of PPE to end-user. It shall be maintained by fund cluster. It shall be renewed every three years or every time there is a change in custodianship/user of the property. Inventory Custodian Slip The ICS is a form used by the Supply and/or Property Custodian to issue tangible items amounting to less than P50,000 to end-user to establish accountability over them.

25. INVENTORY CUSTODIAN SLIP

26. MR ITEMS Protecting the materials against theft, fire and deterioration but easily accessible when needed Damaged items or equipment should not be discarded. Instead, they should be stored in a secure location. Ensure to capture photographic evidence and maintain comprehensive documentation of the damage. Ensure to establish a regular inspection routine specifically for items frequently utilized by students. It is crucial to consistently maintain detailed records of all inventory adjustments. Maintain a secure inventory of all items and equipment under your supervision. THINGS TO REMEMBER

27. Thank you!