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9. asset management presentation

This document discusses government property management. It defines key terms like accountability, responsibility and liability. It outlines the different phases of property management including acquisition, utilization, and disposition. It describes the different modes of acquiring government property such as purchase, construction, transfer, donation. It provides details on topics like recording assets, inventory taking, relief from accountability for lost property, and disposal of unserviceable property. The document is a comprehensive reference on policies and procedures for managing government assets.

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•Why are we here?
“The illiterate of the 21st century is NOT the PERSON who is unable to read and write, rather the person who is unable to learn, unlearn & relearn”
Are resources controlled by an entity as a result of past events, and from which future economic benefits or service potential are expected to flow to the entity. If an expenditure is instead consumed within the current Period, it is classified as an expense.
- Cash - Marketable Securities - Accounts Receivables - Prepaid Assets - Land - Buildings - Office Equipment - Furniture and Fixtures - Softwares CLASSIFICATION OF ASSET
Phases of Property and Supply Management Acquisition Utilization Disposition Procurement Delivery Acceptance of Delivery Inventory Taking Inspection a. Recording & maintaining SC & PC b. Preparation of Issuance Documents (RIS, PAR & ICS) c. Preparation of Inventory Report (Semi-Annual & Annual) Transfer of Property Sale of Unserviceable
Modes of Acquiring Government Property • The following are the modes of acquiring property, whether supplies, materials, equipment or land, in government: 7 2. Constructed 1. Purchased 3. Acquired (Transfer/Donation) •Non-Exchange Transaction •Donation without Condition •Donation with Condition •Grant •Intra-Agency Transfer •Inter-Agency Transfer •Exchange Transaction
“All resources of the government shall be managed, expended or utilized in accordance with law and regulation, and safeguarded against loss or wastage through illegal or improper disposition, with view to ensuring economy, efficiency and effectiveness in the operation of the government” 9 It is a state policy that
• What Is the Issue?
Custodianship Accountability LiabilityResponsibility of accountable officers arising from loss, misuse, damage or deterioration of government property due to fault or negligence in the safekeeping Includes:
Accountability, Responsibility and Liability for Government Property • Accountability – “a person” obligations to carry out responsibilities and be answerable for decisions and activities • Responsibility – the acceptance of assigned authority and the obligation prudently to exercise assigned or imputed authority attaching to the assigned or imputed role of an individual or group participating in organizational activities or decision • Liability – Refers to the obligation that arises as a consequence of an illegal or improper act or the non- performance of what one is mandated to do.
DO LRMDS Coordinator / Librarian DO Supply Officer / Sch Property Custodian DO / School ICT Coordinator Head of the Agency - Immediately and primary responsible for all government funds and property pertaining to his/her agency - are officers who are made responsible for the supervision and control of accountable officers ACCOUNTABLE OFFICER Accountable – Answerable or one whose duties permit or required possession or custody of funds and property such as cashier, disbursing or supply officer and other persons though not accountable may be held accountable by virtue of their participation on a particular transaction
14 6. Prepares Inventory Report including (monitoring the actual location of asset, condition of asset and Person Accountable) as required by COA 4. Prepares Issuance Documents Property Acknowledgement Receipt (PAR) and Inventory Custodian Slip (ICS) 3. Records delivery / transfer / donations thru Property Card and Stock Card (duly inspected from a perfected PO or Contract, formal turn-over thru IRP or duly accepted or signed Deed of Donation) 1. Accepts delivery / transfer / donations (duly signed PO / Contract / Deed of Donation and MOA) 2. Signs Inspection and Acceptance Report 5. Conducts Inventory Taking and Maintains PC & SC Role of Supply Officer / Property Custodian
The delivery of supplies, materials and equipment must be made by the supplier/Manufacturer/contractor : In accordance with the specifications, terms and conditions provided in the Contract/Purchase Order Within the stipulated period and at the place/s indicated in the PO or contract
Failure to deliver within the prescribed period, the supplier / manufacturer / contractor shall be liable for penalty, usually in the form of : “LIQUIDATED DAMAGES” Once the accumulative amount of Liquidated damages reaches 10% of the contract, the procuring entity may rescind the contract
Extension of time to deliver may be granted for the following reason: 1. Force Majeure 2. Fortuitous Event 3. Beyond the control of the contractor 4. Delay is attributable to the purchaser or the like
The Supply Officer / Designated Property Custodian shall receive all the deliveries and signs the Delivery Receipt (DR) if the delivered goods are in accordance with the contract or Purchase Order (PO). If not, he/she may reject the deliveries until the supplier complies with the end- users specifications Supply Officer/Designated Property Custodian signs “Received” portion of the original and copy 2 of Delivery Receipt (DR)
All items to be inspected shall be accepted first by the Property Officer/School Property Custodian, as the case may be (Section 114, COA Circular 92-386) The above provision pertains only to the receipting/signing on the delivery receipt (DR) and temporary recording of the deliveries upon arrival of goods or articles. The deliveries are still subject to inspection for conformity with specifications on the order.
Supply Officer/Designated Property Custodian forwards Original DR & Copy 2 of Approved PO to Inspection Committee for inspection of deliveries
The Head of Office or school shall constitute an Inspection Committee to inspect and validate deliveries
The School Inspection Committee shall be composed of : Regular Members: a). Team Leader – at least 2nd ranking permanent official of school b). One (1) school personnel designated by the principal who has knowledge/technical expertise relevant to the goods delivered c). One (1) representative from PTA or NGOs
The Division Office Inspection Committee shall be composed of : Regular Members: a). Team Leader – at least 3rd ranking permanent official of the procuring entity b). One (1) representative from any of the regular offices under the Office of the Schools Division Superintendent (SDS) such as, but not limited to the following * Administrative Unit * Budget Unit * Legal Unit * School Governance and Operation Division c). Representative from the procuring entity who has knowledge/technical expertise relevant to the goods delivered
The Regional Office Inspection Committee shall be composed of : Regular Members: a). Team Leader – at least 5th ranking permanent official of the procuring entity b). One (1) representative from any of the regular offices under the Office of the Regional Director such as, but not limited to the following * Administrative Unit * Budget Unit * Legal Unit * Education Support Services Division c). Representative from the procuring entity who has knowledge/technical expertise relevant to the goods delivered
The Inspectorate Team and the Supply Officer / Designated Property Custodian shall prepare the Inspection and Acceptance Report (IAR) Note: Distribution of IAR shall be as follows 1. Original – Property and/or Supply Division/Unit (to be attached To DV, together with the Original DR 2. Copy 2 – Property Inspector / Inspection Team 3. Copy 3 - Accounting Division/Unit (attached in setting up payables) 4. Copy 4 - Property and/or Supply Division/Unit File
The Office/School inspection Committee shall sign the Inspection and Acceptance Report (IAR) prior to acceptance by the Supply Officer/School Property Custodian.
Expendable Semi- Expendable Non- Expendable Consumable Non- Consumable PPE Pencil Bond Paper Supply or equipment less than 15K IT Equipment Office Equipment Furniture Comm. Equipment >= 15k Inventory Items PPE Pencil Bond Paper Textbooks & School Furniture Library Books, Office Furniture & Office Equipt >= 15k STOCK CARD PROPERTY CARD ICS PAR
Tangible Items below the capitalization threshold of P 15,000.00 shall be accounted as semi-expendable property. ** Minimum cost of the individual asset *** Individual item below the threshold but work together as one network of asset, the amount exceeds the threshold **** the P15,000.00 shall not be applied to the aggregate value of PPE acquired in bulk POLICIES ON THE APPLICATION OF THRESHOLD
If the Promotional Item received is the same as the PPE purchased – “the total purchase cost shall be allocated to the total quantity purchased plus the promotional item” Example : An entity purchase 10 units of motor vehicles at P 330,000.00 per unit totaling to P 3,300,00.00. An additional unit was received as promotional item. Computation of the cost per unit is P 3,300,000.00/11 units = P 300,000.00 Policy on Purchases with Promotional Items:
If the Promotional Item received is different from the PPE purchased – “the cost of the promotional item shall be its fair value. It shall be deducted from the total cost of the items purchased and the balance shall be allocated to the total quantity purchased” Example : An entity purchase a motor vehicles at P 330,000.00. A window-type air conditioning unit with fair value of P 20,000.00 was received as promotional item. Computation of the cost of the motor vehicle is P 330,000.00 – P 20,000.00 = P 310,000.00
Deped No. 82 s. 2011 • Guidelines on Proper Recording of all Donated Properties 33
Sample Deed of Donation 34
The DONOR shall provide the DONEE a DEED OF DONATION It must be properly signed between the Donor and Head of School or Representative DO Order No. 82 s. 2011 35 The School Property Custodian accepts the delivery and records the delivery to the Property/Stock Card and School Inventory Report The HS Supply Officer accepts the delivery and record the same to the Property Card/Stock Card and School Inventory Report Elementary and Non - IUs Secondary / IUs Donated assets shall be recorded at cost, fair market value or appraised value when cost is not available The School Property Custodian forwards the original Deed of Donation and (school inventory report) to the DO Supply Officer for recording DO Supply Officer forwards copy of the Deed of Donation to DO Accountant for Booking-UP The HS Supply Officer forwards copy of the Deed of Donation to DO Accountant for Booking-UP At the School Level
is the act of transferring the custodianship of property from one person to another
Requesting Personnel prepares RIS in 3 copies and fills-up necessary information Requesting Personnel forwards the RIS to authorized official for review Authorized Official reviews and signs in the “Requested By” portion of the RIS Requesting Office Requesting Personnel forwards signed RIS to Property/Supply Unit/Division Property and/or Supply Division/Unit Property Staff receives RIS. Forwards the original copy 3 of RIS to the Head of Supply/Property for review and approval Procedures in the Requisition and Issuance of PPE Based on the approved RIS, Property Staff prepares Property Acknowledgement Receipt (PAR) Head of Supply/Property signs in the “Issued By” portion of RIS and PAR Requesting Personnel signs in the “Received By” portion of RIS and PAR Accounting Division Forwards the original RIS to the Accounting Division/Unit
Requesting Personnel prepares RIS in 3 copies and fills-up necessary information Requesting Personnel forwards the RIS to authorized official for review Authorized Official signs RIS after determining the reasonableness of the quantity and nature of item/s being requested and ensures that the same does not exceed the planned usage for the period Requesting Office Requesting Personnel forwards signed RIS to Property/Supply Unit/Division Property and/or Supply Division/Unit Receives RIS from Requesting Personnel. Reviews and verifies the completeness of information. Indicates “P” in the Stock Available? Yes Column if item being requisitioned is/are available on stock, or “X” in the stock available? No column if not available Procedures in the Requisition and Issuance of Inventory Items A
Requesting Office A Receives supplies requested and signs in the “Received By” portion of the RIS Property and/or Supply Division/Unit Files permanently copy 3 of RIS, original for preparation of Report of Supplies and Materials Issued (RSMI) Forwards RSMI to Accounting Division together with Original RIS (at the end of the Day) Accounting Division
Accountability over Semi-expendable Property “it shall be issued to end-user to establish accountability over them. Accountability shall be extinguished upon return of the item to the Property and Supply Division/Unit or in case of loss, upon approval of the relief from property accountability”
Recording deliveries thru Stock and Property Card Expendable, Semi- Expendable and equipment < P 15,000.00 Property, Plant and Equipment =/> P 15,000.00 Stock Card Inventory Custodian Slip (ICS) Property Acknowledgement Receipt (PAR) Property Card
Preparation of Issuance Documents Requisition and Issue Slip Note: For use of Report of Supplies and Materials Issued (RSMI) The RIS shall be distributed as follows: 1. Original - Accounting Division/Unit 2. Copy 2 - Requesting Office 3. Copy 3 - Property and/or Supply Division/Unit
Activities in Property Utilization Issuance and acknowledgement of items Property Acknowledgement Receipt Inventory Custodian Slip Property, Plant & Equipment (IT Equipment, Office Equipment, vehicle more than P15,000.00) Non-Consumable Supplies (including textbooks, school furniture) (Office furniture & Office/ICT equipment less than P 15,000.00) Note: 2016 GAM indicates Accountability Over Semi-Expendable Property
Loss of Government Property It is the power of the COA to credit losses of property or act on application for relief of accountability New Form from COA Report of Loss
Immediately notify the auditor of the occurrence of the loss and within thirty (30) days submit an application for relief ** Affidavit executed by the accountable officer stating the following facts: 1. Property lost and its valuation 2. Actual date in which the absence was first noted 3. Manner of disappearance 4. Efforts put forth to recover the same 5. Provision made to safeguard the property 6. Date when the loss was reported to the Auditor and Police
** Joint Affidavit of two (2) disinterested persons ** Final Police report showing the steps taken by the police authorities to recover the property lost and to apprehend the suspect(s) and the present status of the case ** Comments and/or recommendation of the agency head ** Copy of Acknowledgement Receipt of Equipment for Property Lost
STEPS / PROCEDURE IN CONDUCTING INVENTORY TAKING
1 Planning the inventory taking -Accurate inventories require a METHODICAL SYSTEM (Procedure/orderliness in doing something) 1. Definite plans should be developed concerning: * the date of physical inventory * who is to supervise the count * the personnel to act as counters and checkers * sequence of counting 2. There should be set of instructions to be observed by each person connected with the taking of inventory
Creation of Inventory Committee 2
Physical Inventory Taking3 - The committee shall take the actual counting, measurement or weigh the object of inventory - the committee shall take note of: 1. Name of inventory item 2. Code number 3. Location 4. Item Count Asset Registry Template
Witnessing the Inventory Taking4 A representative from COA shall be invited to witness physical inventory taking conducted by inventory committee to observe the actual process in order to assure themselves the fairness of the presentation of financial statements
Reconciliation of Property & Accounting Records 5
DISPOSAL– is the end of the life cycle of a government property
Disposal Objectives • to avoid continuing carrying/inventory costs • to prevent further deterioration thereby obtaining the fair return in case of sale • to relieve accountable officers of unnecessary accountability • to make available space for the agency
Determination of Disposable Property • Can no longer be repaired or reconditioned • Maintenance/repair costs more than or outweighs the benefits and services • Has become obsolete or outmoded • Has been rendered unnecessary due to change in the Agency’s functions/mandate • In excess of requirements • Has become dangerous or hazardous to use
MODES OF DISPOSAL Transfer of Property Donation of Property Condemnation / Destruction Sale of Unserviceable Property
APPRAISAL
Appraisal - art of estimating the fair exchange worth of a property as of a specified date, supported by relevant and factual data. Appraisal may or may not be accurate depending on: Basic competence and integrity of appraiser Soundness and skill with which he/she uses the data Availability of pertinent data
an estimate or opinion of value of a described property as of a specific date transmitted in writing and supported by relevant and factual data Appraised Value - Situations where appraisal is needed:  transfer of ownership  financing and credit  basis for taxation/taxes  just compensation in sale or condemnation procedures
Determine and identify the items for disposal List the items in IIRUP and Waste Material Repots Take Pictures Solve for the appraised value Analyze the appraised value and recommend the most realistic and reasonable AV Submit the IIRUP and Waste Material Report with appraised value to the Disposal Committee for approval Disposal Committee transmit approve IIRUP and Waste Material to BAC on Disposal BAC on Disposal pre- qualify interested bidders (Junk Shop) BAC on Disposal conducts Opening of Bids BAC on Disposal awards The disposal to the highest bidder Asset Management Division forwards copy to Accounting Division for dropping from the book of accounts AssetManagementDivision SaleofUnserviceable
Principles in computing for the Appraised Value Unserviceable property - at scrap/junk value When Property is still Operational/Functional or can be Repaired - at CMV AV = CMV x ( CF1 / CF2 ) AV = Appraised Value CMV = Current Market Value CF1 = Condition Factor of the Property CF2 = Condition Factor of the Advertised/Canvassed Property
When Property is still Operational/Functional or can be Repaired - at CMV Example: Laptop Computer, Lenovo L412 Original Acquisition Cost is P 30,000.00 CF1 = 30% (Condition of the Property being disposed) CF2 = 80% (Condition of the Property being compared to) CMV = 15,000.00 AV= CMV X (CF1/CF2) AV= 15,000.00 x (30%/80%) AV = 5,625.00
Appraisal Process 1. Conduct inspection 2. Seek reference price information 3. Compute the appraised value Inspection to establish the existence and condition of the property / asset to supplement theoretical computation of value with first- hand observation
Documentation
Inventory and Inspection Report of Unserviceable Property (IIRUP) • This form is used for : – disposal of vehicles, – office equipment, – furniture, and – other properties, plant and equipment which can no longer be repaired or reconditioned and whose maintenance cost of repair more than outweighs the benefits and services that will be derived from its continued use.
As of (Agency) ( Name of Accountable Officer ) ( Designation ) Appraisal Official Articles Quantity Unit Cost Total Cost Property No. Date No. of years Accumulated Receipt Amount Acquired in service Depreciation Number (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13) (14) (15) (16) I HEREBY request inspection, and disposition I CERTIFY that I have inspected each and every pursuant to Section 79 of PD 1445, of the Property article enumerated in this report and that the I CERTIFY that I have witnessed the diposition enumerated above. disposition made thereof was, in my judgement, the of the article enumerated on this report this best for the public interest. ______ day of ______________________. Requested by : Request for Inspection Approved by : ( Signature of Accountable Officer ) ( Name and Signature ) ( Name and Signature of Inspector ) ( Name and Signature of Witness ) ( Designation of Accountable Officer ) ( Designation ) INVENTORY AND INSPECTION REPORT OF UNSERVICEABLE PROPERTY I N V E N T O R Y I N S P E C T I O N R E P O R T D I S P O S I T I O N Inventory and Inspection Report of Unserviceable Property (IIRUP)
Waste Materials Report • This form shall be used: – to report all waste materials previously taken up in the books as assets so that they may be properly disposed of and dropped from the accounts – in the disposal of waste materials which result from the consumption or utilization of expandable materials, and covers damaged equipment parts, empty containers, and remnants salvaged from destroyed or damaged property, plant and equipment.
ITEM QTY. UNIT O.R. No. Amount 1 2 3 4 5 6 TOTAL I hereby certify that the property enumerated above was disposed of as follows: Item ________ Destroyed Item ________ Sold at private sale Item ________ Sold at public auction Item ________ Transferred without cost to _______ Property Inspector: (Name & Signature) Witness to disposition: CERTIFICATE OF INSPECTION ITEMS FOR DISPOSAL WASTE MATERIALS REPORT DESCRIPTION RECORD OF SALES Agency Place of Storage Date Certified Correct: Property Officer Disposal Approved:
“The only person who is educated is the one who has learned how to learn…. and changed “ Carl Rogers
9. asset management presentation

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9. asset management presentation

  • 2.
  • 3.
    “The illiterate ofthe 21st century is NOT the PERSON who is unable to read and write, rather the person who is unable to learn, unlearn & relearn”
  • 4.
    Are resources controlledby an entity as a result of past events, and from which future economic benefits or service potential are expected to flow to the entity. If an expenditure is instead consumed within the current Period, it is classified as an expense.
  • 5.
    - Cash - MarketableSecurities - Accounts Receivables - Prepaid Assets - Land - Buildings - Office Equipment - Furniture and Fixtures - Softwares CLASSIFICATION OF ASSET
  • 6.
    Phases of Propertyand Supply Management Acquisition Utilization Disposition Procurement Delivery Acceptance of Delivery Inventory Taking Inspection a. Recording & maintaining SC & PC b. Preparation of Issuance Documents (RIS, PAR & ICS) c. Preparation of Inventory Report (Semi-Annual & Annual) Transfer of Property Sale of Unserviceable
  • 7.
    Modes of AcquiringGovernment Property • The following are the modes of acquiring property, whether supplies, materials, equipment or land, in government: 7 2. Constructed 1. Purchased 3. Acquired (Transfer/Donation) •Non-Exchange Transaction •Donation without Condition •Donation with Condition •Grant •Intra-Agency Transfer •Inter-Agency Transfer •Exchange Transaction
  • 9.
    “All resources ofthe government shall be managed, expended or utilized in accordance with law and regulation, and safeguarded against loss or wastage through illegal or improper disposition, with view to ensuring economy, efficiency and effectiveness in the operation of the government” 9 It is a state policy that
  • 10.
    • What Isthe Issue?
  • 11.
    Custodianship Accountability LiabilityResponsibility of accountableofficers arising from loss, misuse, damage or deterioration of government property due to fault or negligence in the safekeeping Includes:
  • 12.
    Accountability, Responsibility and Liabilityfor Government Property • Accountability – “a person” obligations to carry out responsibilities and be answerable for decisions and activities • Responsibility – the acceptance of assigned authority and the obligation prudently to exercise assigned or imputed authority attaching to the assigned or imputed role of an individual or group participating in organizational activities or decision • Liability – Refers to the obligation that arises as a consequence of an illegal or improper act or the non- performance of what one is mandated to do.
  • 13.
    DO LRMDS Coordinator/ Librarian DO Supply Officer / Sch Property Custodian DO / School ICT Coordinator Head of the Agency - Immediately and primary responsible for all government funds and property pertaining to his/her agency - are officers who are made responsible for the supervision and control of accountable officers ACCOUNTABLE OFFICER Accountable – Answerable or one whose duties permit or required possession or custody of funds and property such as cashier, disbursing or supply officer and other persons though not accountable may be held accountable by virtue of their participation on a particular transaction
  • 14.
    14 6. Prepares InventoryReport including (monitoring the actual location of asset, condition of asset and Person Accountable) as required by COA 4. Prepares Issuance Documents Property Acknowledgement Receipt (PAR) and Inventory Custodian Slip (ICS) 3. Records delivery / transfer / donations thru Property Card and Stock Card (duly inspected from a perfected PO or Contract, formal turn-over thru IRP or duly accepted or signed Deed of Donation) 1. Accepts delivery / transfer / donations (duly signed PO / Contract / Deed of Donation and MOA) 2. Signs Inspection and Acceptance Report 5. Conducts Inventory Taking and Maintains PC & SC Role of Supply Officer / Property Custodian
  • 15.
    The delivery ofsupplies, materials and equipment must be made by the supplier/Manufacturer/contractor : In accordance with the specifications, terms and conditions provided in the Contract/Purchase Order Within the stipulated period and at the place/s indicated in the PO or contract
  • 16.
    Failure to deliverwithin the prescribed period, the supplier / manufacturer / contractor shall be liable for penalty, usually in the form of : “LIQUIDATED DAMAGES” Once the accumulative amount of Liquidated damages reaches 10% of the contract, the procuring entity may rescind the contract
  • 17.
    Extension of timeto deliver may be granted for the following reason: 1. Force Majeure 2. Fortuitous Event 3. Beyond the control of the contractor 4. Delay is attributable to the purchaser or the like
  • 18.
    The Supply Officer/ Designated Property Custodian shall receive all the deliveries and signs the Delivery Receipt (DR) if the delivered goods are in accordance with the contract or Purchase Order (PO). If not, he/she may reject the deliveries until the supplier complies with the end- users specifications Supply Officer/Designated Property Custodian signs “Received” portion of the original and copy 2 of Delivery Receipt (DR)
  • 19.
    All items tobe inspected shall be accepted first by the Property Officer/School Property Custodian, as the case may be (Section 114, COA Circular 92-386) The above provision pertains only to the receipting/signing on the delivery receipt (DR) and temporary recording of the deliveries upon arrival of goods or articles. The deliveries are still subject to inspection for conformity with specifications on the order.
  • 20.
    Supply Officer/Designated Property Custodian forwardsOriginal DR & Copy 2 of Approved PO to Inspection Committee for inspection of deliveries
  • 21.
    The Head ofOffice or school shall constitute an Inspection Committee to inspect and validate deliveries
  • 22.
    The School InspectionCommittee shall be composed of : Regular Members: a). Team Leader – at least 2nd ranking permanent official of school b). One (1) school personnel designated by the principal who has knowledge/technical expertise relevant to the goods delivered c). One (1) representative from PTA or NGOs
  • 23.
    The Division OfficeInspection Committee shall be composed of : Regular Members: a). Team Leader – at least 3rd ranking permanent official of the procuring entity b). One (1) representative from any of the regular offices under the Office of the Schools Division Superintendent (SDS) such as, but not limited to the following * Administrative Unit * Budget Unit * Legal Unit * School Governance and Operation Division c). Representative from the procuring entity who has knowledge/technical expertise relevant to the goods delivered
  • 24.
    The Regional OfficeInspection Committee shall be composed of : Regular Members: a). Team Leader – at least 5th ranking permanent official of the procuring entity b). One (1) representative from any of the regular offices under the Office of the Regional Director such as, but not limited to the following * Administrative Unit * Budget Unit * Legal Unit * Education Support Services Division c). Representative from the procuring entity who has knowledge/technical expertise relevant to the goods delivered
  • 25.
    The Inspectorate Teamand the Supply Officer / Designated Property Custodian shall prepare the Inspection and Acceptance Report (IAR) Note: Distribution of IAR shall be as follows 1. Original – Property and/or Supply Division/Unit (to be attached To DV, together with the Original DR 2. Copy 2 – Property Inspector / Inspection Team 3. Copy 3 - Accounting Division/Unit (attached in setting up payables) 4. Copy 4 - Property and/or Supply Division/Unit File
  • 26.
    The Office/School inspection Committeeshall sign the Inspection and Acceptance Report (IAR) prior to acceptance by the Supply Officer/School Property Custodian.
  • 28.
    Expendable Semi- Expendable Non- Expendable Consumable Non- Consumable PPE Pencil Bond Paper Supply or equipmentless than 15K IT Equipment Office Equipment Furniture Comm. Equipment >= 15k Inventory Items PPE Pencil Bond Paper Textbooks & School Furniture Library Books, Office Furniture & Office Equipt >= 15k STOCK CARD PROPERTY CARD ICS PAR
  • 29.
    Tangible Items belowthe capitalization threshold of P 15,000.00 shall be accounted as semi-expendable property. ** Minimum cost of the individual asset *** Individual item below the threshold but work together as one network of asset, the amount exceeds the threshold **** the P15,000.00 shall not be applied to the aggregate value of PPE acquired in bulk POLICIES ON THE APPLICATION OF THRESHOLD
  • 30.
    If the PromotionalItem received is the same as the PPE purchased – “the total purchase cost shall be allocated to the total quantity purchased plus the promotional item” Example : An entity purchase 10 units of motor vehicles at P 330,000.00 per unit totaling to P 3,300,00.00. An additional unit was received as promotional item. Computation of the cost per unit is P 3,300,000.00/11 units = P 300,000.00 Policy on Purchases with Promotional Items:
  • 31.
    If the PromotionalItem received is different from the PPE purchased – “the cost of the promotional item shall be its fair value. It shall be deducted from the total cost of the items purchased and the balance shall be allocated to the total quantity purchased” Example : An entity purchase a motor vehicles at P 330,000.00. A window-type air conditioning unit with fair value of P 20,000.00 was received as promotional item. Computation of the cost of the motor vehicle is P 330,000.00 – P 20,000.00 = P 310,000.00
  • 33.
    Deped No. 82s. 2011 • Guidelines on Proper Recording of all Donated Properties 33
  • 34.
    Sample Deed ofDonation 34
  • 35.
    The DONOR shallprovide the DONEE a DEED OF DONATION It must be properly signed between the Donor and Head of School or Representative DO Order No. 82 s. 2011 35 The School Property Custodian accepts the delivery and records the delivery to the Property/Stock Card and School Inventory Report The HS Supply Officer accepts the delivery and record the same to the Property Card/Stock Card and School Inventory Report Elementary and Non - IUs Secondary / IUs Donated assets shall be recorded at cost, fair market value or appraised value when cost is not available The School Property Custodian forwards the original Deed of Donation and (school inventory report) to the DO Supply Officer for recording DO Supply Officer forwards copy of the Deed of Donation to DO Accountant for Booking-UP The HS Supply Officer forwards copy of the Deed of Donation to DO Accountant for Booking-UP At the School Level
  • 36.
    is the actof transferring the custodianship of property from one person to another
  • 37.
    Requesting Personnel prepares RISin 3 copies and fills-up necessary information Requesting Personnel forwards the RIS to authorized official for review Authorized Official reviews and signs in the “Requested By” portion of the RIS Requesting Office Requesting Personnel forwards signed RIS to Property/Supply Unit/Division Property and/or Supply Division/Unit Property Staff receives RIS. Forwards the original copy 3 of RIS to the Head of Supply/Property for review and approval Procedures in the Requisition and Issuance of PPE Based on the approved RIS, Property Staff prepares Property Acknowledgement Receipt (PAR) Head of Supply/Property signs in the “Issued By” portion of RIS and PAR Requesting Personnel signs in the “Received By” portion of RIS and PAR Accounting Division Forwards the original RIS to the Accounting Division/Unit
  • 38.
    Requesting Personnel prepares RISin 3 copies and fills-up necessary information Requesting Personnel forwards the RIS to authorized official for review Authorized Official signs RIS after determining the reasonableness of the quantity and nature of item/s being requested and ensures that the same does not exceed the planned usage for the period Requesting Office Requesting Personnel forwards signed RIS to Property/Supply Unit/Division Property and/or Supply Division/Unit Receives RIS from Requesting Personnel. Reviews and verifies the completeness of information. Indicates “P” in the Stock Available? Yes Column if item being requisitioned is/are available on stock, or “X” in the stock available? No column if not available Procedures in the Requisition and Issuance of Inventory Items A
  • 39.
    Requesting Office A Receives suppliesrequested and signs in the “Received By” portion of the RIS Property and/or Supply Division/Unit Files permanently copy 3 of RIS, original for preparation of Report of Supplies and Materials Issued (RSMI) Forwards RSMI to Accounting Division together with Original RIS (at the end of the Day) Accounting Division
  • 40.
    Accountability over Semi-expendableProperty “it shall be issued to end-user to establish accountability over them. Accountability shall be extinguished upon return of the item to the Property and Supply Division/Unit or in case of loss, upon approval of the relief from property accountability”
  • 41.
    Recording deliveries thruStock and Property Card Expendable, Semi- Expendable and equipment < P 15,000.00 Property, Plant and Equipment =/> P 15,000.00 Stock Card Inventory Custodian Slip (ICS) Property Acknowledgement Receipt (PAR) Property Card
  • 42.
    Preparation of IssuanceDocuments Requisition and Issue Slip Note: For use of Report of Supplies and Materials Issued (RSMI) The RIS shall be distributed as follows: 1. Original - Accounting Division/Unit 2. Copy 2 - Requesting Office 3. Copy 3 - Property and/or Supply Division/Unit
  • 46.
    Activities in PropertyUtilization Issuance and acknowledgement of items Property Acknowledgement Receipt Inventory Custodian Slip Property, Plant & Equipment (IT Equipment, Office Equipment, vehicle more than P15,000.00) Non-Consumable Supplies (including textbooks, school furniture) (Office furniture & Office/ICT equipment less than P 15,000.00) Note: 2016 GAM indicates Accountability Over Semi-Expendable Property
  • 49.
    Loss of GovernmentProperty It is the power of the COA to credit losses of property or act on application for relief of accountability New Form from COA Report of Loss
  • 50.
    Immediately notify theauditor of the occurrence of the loss and within thirty (30) days submit an application for relief ** Affidavit executed by the accountable officer stating the following facts: 1. Property lost and its valuation 2. Actual date in which the absence was first noted 3. Manner of disappearance 4. Efforts put forth to recover the same 5. Provision made to safeguard the property 6. Date when the loss was reported to the Auditor and Police
  • 51.
    ** Joint Affidavitof two (2) disinterested persons ** Final Police report showing the steps taken by the police authorities to recover the property lost and to apprehend the suspect(s) and the present status of the case ** Comments and/or recommendation of the agency head ** Copy of Acknowledgement Receipt of Equipment for Property Lost
  • 52.
    STEPS / PROCEDURE INCONDUCTING INVENTORY TAKING
  • 53.
    1 Planning theinventory taking -Accurate inventories require a METHODICAL SYSTEM (Procedure/orderliness in doing something) 1. Definite plans should be developed concerning: * the date of physical inventory * who is to supervise the count * the personnel to act as counters and checkers * sequence of counting 2. There should be set of instructions to be observed by each person connected with the taking of inventory
  • 54.
  • 55.
    Physical Inventory Taking3 -The committee shall take the actual counting, measurement or weigh the object of inventory - the committee shall take note of: 1. Name of inventory item 2. Code number 3. Location 4. Item Count Asset Registry Template
  • 56.
    Witnessing the InventoryTaking4 A representative from COA shall be invited to witness physical inventory taking conducted by inventory committee to observe the actual process in order to assure themselves the fairness of the presentation of financial statements
  • 57.
    Reconciliation of Property& Accounting Records 5
  • 59.
    DISPOSAL– is theend of the life cycle of a government property
  • 60.
    Disposal Objectives • toavoid continuing carrying/inventory costs • to prevent further deterioration thereby obtaining the fair return in case of sale • to relieve accountable officers of unnecessary accountability • to make available space for the agency
  • 61.
    Determination of DisposableProperty • Can no longer be repaired or reconditioned • Maintenance/repair costs more than or outweighs the benefits and services • Has become obsolete or outmoded • Has been rendered unnecessary due to change in the Agency’s functions/mandate • In excess of requirements • Has become dangerous or hazardous to use
  • 62.
    MODES OF DISPOSAL Transferof Property Donation of Property Condemnation / Destruction Sale of Unserviceable Property
  • 63.
  • 64.
    Appraisal - artof estimating the fair exchange worth of a property as of a specified date, supported by relevant and factual data. Appraisal may or may not be accurate depending on: Basic competence and integrity of appraiser Soundness and skill with which he/she uses the data Availability of pertinent data
  • 65.
    an estimate oropinion of value of a described property as of a specific date transmitted in writing and supported by relevant and factual data Appraised Value - Situations where appraisal is needed:  transfer of ownership  financing and credit  basis for taxation/taxes  just compensation in sale or condemnation procedures
  • 66.
    Determine and identify theitems for disposal List the items in IIRUP and Waste Material Repots Take Pictures Solve for the appraised value Analyze the appraised value and recommend the most realistic and reasonable AV Submit the IIRUP and Waste Material Report with appraised value to the Disposal Committee for approval Disposal Committee transmit approve IIRUP and Waste Material to BAC on Disposal BAC on Disposal pre- qualify interested bidders (Junk Shop) BAC on Disposal conducts Opening of Bids BAC on Disposal awards The disposal to the highest bidder Asset Management Division forwards copy to Accounting Division for dropping from the book of accounts AssetManagementDivision SaleofUnserviceable
  • 67.
    Principles in computingfor the Appraised Value Unserviceable property - at scrap/junk value When Property is still Operational/Functional or can be Repaired - at CMV AV = CMV x ( CF1 / CF2 ) AV = Appraised Value CMV = Current Market Value CF1 = Condition Factor of the Property CF2 = Condition Factor of the Advertised/Canvassed Property
  • 68.
    When Property isstill Operational/Functional or can be Repaired - at CMV Example: Laptop Computer, Lenovo L412 Original Acquisition Cost is P 30,000.00 CF1 = 30% (Condition of the Property being disposed) CF2 = 80% (Condition of the Property being compared to) CMV = 15,000.00 AV= CMV X (CF1/CF2) AV= 15,000.00 x (30%/80%) AV = 5,625.00
  • 69.
    Appraisal Process 1. Conductinspection 2. Seek reference price information 3. Compute the appraised value Inspection to establish the existence and condition of the property / asset to supplement theoretical computation of value with first- hand observation
  • 70.
  • 71.
    Inventory and InspectionReport of Unserviceable Property (IIRUP) • This form is used for : – disposal of vehicles, – office equipment, – furniture, and – other properties, plant and equipment which can no longer be repaired or reconditioned and whose maintenance cost of repair more than outweighs the benefits and services that will be derived from its continued use.
  • 72.
    As of (Agency) (Name of Accountable Officer ) ( Designation ) Appraisal Official Articles Quantity Unit Cost Total Cost Property No. Date No. of years Accumulated Receipt Amount Acquired in service Depreciation Number (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13) (14) (15) (16) I HEREBY request inspection, and disposition I CERTIFY that I have inspected each and every pursuant to Section 79 of PD 1445, of the Property article enumerated in this report and that the I CERTIFY that I have witnessed the diposition enumerated above. disposition made thereof was, in my judgement, the of the article enumerated on this report this best for the public interest. ______ day of ______________________. Requested by : Request for Inspection Approved by : ( Signature of Accountable Officer ) ( Name and Signature ) ( Name and Signature of Inspector ) ( Name and Signature of Witness ) ( Designation of Accountable Officer ) ( Designation ) INVENTORY AND INSPECTION REPORT OF UNSERVICEABLE PROPERTY I N V E N T O R Y I N S P E C T I O N R E P O R T D I S P O S I T I O N Inventory and Inspection Report of Unserviceable Property (IIRUP)
  • 73.
    Waste Materials Report •This form shall be used: – to report all waste materials previously taken up in the books as assets so that they may be properly disposed of and dropped from the accounts – in the disposal of waste materials which result from the consumption or utilization of expandable materials, and covers damaged equipment parts, empty containers, and remnants salvaged from destroyed or damaged property, plant and equipment.
  • 74.
    ITEM QTY. UNIT O.R.No. Amount 1 2 3 4 5 6 TOTAL I hereby certify that the property enumerated above was disposed of as follows: Item ________ Destroyed Item ________ Sold at private sale Item ________ Sold at public auction Item ________ Transferred without cost to _______ Property Inspector: (Name & Signature) Witness to disposition: CERTIFICATE OF INSPECTION ITEMS FOR DISPOSAL WASTE MATERIALS REPORT DESCRIPTION RECORD OF SALES Agency Place of Storage Date Certified Correct: Property Officer Disposal Approved:
  • 75.
    “The only personwho is educated is the one who has learned how to learn…. and changed “ Carl Rogers