NCCCS EQUIPMENT MANUAL
EQUIPMENT INVENTORY PROCEDURES
This section contains information about procedures to be followed in placing equipment items into the central inventory file. Questions about matters not specifically included should be directed to the Assistant Director for Administrative Services. It is the responsibility of each college to input data and make record changes at the local college. Instructions are included in this section of the Manual.
All records described in this section, as required for inventory purposes, are necessary to comply with standards established by the North Carolina Community College System Office, State Auditors Office, and the Division of Purchase and Contract.
The following information is required on all purchase orders:
A separate and unique inventory number for each equipment item costing $1,000 or more, including accessories, purchased from state funds. A ledger of consecutive inventory numbers, listing corresponding purchase order numbers and date, must be maintained and made available for audit purposes. Items costing less than $1,000 which are subject to a high rate of theft, such as VCR’s, TV’s, etc., may be maintained on the inventory records with a Fund Source Code of “9.” Freight and sales tax are included as part of the item cost.
Program code - This is the code number corresponding to the area where equipment will be used. Program Codes are listed in Section E.
Capital Expense Object Number - Refer to the NCCCS Accounting Procedures Manual for a description of these numbers.
Commodity code number - This number should be used whenever possible. Commodity code numbers are necessary for the input of data into the fixed assets program.
E. Any other information that enhances the description of the item, such as manufacturer name, model number, dimensions, color, etc., should be included on the purchase order.