Inventory Forms & Guide
*Please print using legal size paper*
Central Supply Inventory Procedures
INV-3 Inventory Transfer Form
INV-4 Delete from Inventory Form
INV-4L Deleted Library Books Form
The Central Supply Department maintains accurate and current data on equipment campus-wide and provides the school/dept. with information regarding their assets.
These procedures assist Central Supply in carrying out the responsibilities regarding the accountability for school/dept. equipment:
Maintaining a positive identification of assets is the primary purpose of tagging. A tag number is attached or assigned to equipment (Electronics, AV, Furniture, ect..) for inventory and identification purposes.
Tagging is important to:
Each campus/dept. is responsible for safeguarding all assets purchased for their campus/dept. and assisting with the inventory process. The Central Supply Dept. will tag equipment that is received through our department and listed on a P.O. If equipment/furniture is received direct to campus/dept., it is the campus/dept. responsibility to notify Central Supply of receipt, so items can be tagged. It is also the Campus/Dept. responsibility to notify the Central Supply Dept. if they purchase and pick up any equipment (that needs to be tagged) from vendor. Central Supply will need a copy of P.O., receipt, and description of equipment purchased.
Items that have been donated or received as gifts must also be tagged. Campus/dept. receiving the items are responsible for establishing the fair market value on the gift for reporting purposes. This applies to all schools/dept. and activities utilizing equipment purchased with state/grant funds, equipment furnished by sponsoring agencies (Booster Club Organizations, PTO)
Reporting changes in equipment status:
Prior to changing the assigned location of any equipment within the district, an INV-3 form must be completed. It only needs to be filled out if equipment is being transferred permanently to another campus/dept. An INV-3 form is not needed, if equipment is relocated within campus/dept.
If a Campus/Dept. needs to have items deleted from inventory, they must fill out an INV-4 form and return form to Central Supply before any pick up of equipment can be made. Once the INV-4 form is received by Central Supply, we will notify the Maintenance Dept. and they will schedule a pick up. If Central Supply does not receive INV-4 form, equipment WILL NOT be picked up.