SOP 402.01: Property Determinations and Control

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Property Determinations and Control|Policy Name:Property Determinations and Control|Policy Name:Property Determinations and Control|
|Policy Number: 402.01|Effective Date: 9/23/2020|Page Number: 1 of 7|
|Authority:
Commissioner|Originating Division:
Administration & Finance
Division (Business Processes)|Access Listing:
Level I: All Access
|

I. Introduction and Summary:

To establish written policy, procedures, and practice to govern the inventory control
of Georgia Department of Corrections (GDC) owned property (other than real estate)
as required by state statute and the Department of Administrative Services (DOAS)
and to establish procedures that ensure accurate inventories of property are
conducted every six (6) months. Each facility will appoint a Property Control
Coordinator who will be responsible for establishing and maintaining an accurate
central inventory of movable state-owned property owned by GDC.

II. Authority:

A. O.C.G.A.§ 50-16-160;

B. GDC Standard Operating Procedures (SOPs): 402.02 Duties of a Property

Control Coordinator, 402.04 PeopleSoft Location Codes, and 402.05 Disposal of
State Property;

C. Department of Administrative Services Surplus Property Manual; and

D. ACA Standards: 2-CO-1B-08, 1-CTA-1B-02, 1-CTA-1B-08, 5-ACI-1B-13 (ref. 4-4037),

4-ACRS-7D-25, and 4-ALDF-7D-15.

III. Definitions:

A. Inventoried Property - Any property with an acquisition cost of $1,000.00 or

more and a useable life of 1 year or more OR any item considered a Control
Item.

B. Control Item - Guns or weapons such as pistols, rifles, shotguns, stun guns, tear

gas guns, Tasers or any other riot control weapons; portable or 2-way radios; and
digital cameras or camcorders.

C. Property Control Coordinator - The staff member appointed by the facility to

be responsible for maintaining and updating all Inventoried Property.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Property Determinations and Control|Policy Name:Property Determinations and Control|Policy Name:Property Determinations and Control|
|Policy Number: 402.01|Effective Date: 9/23/2020|Page Number: 2 of 7|
|Authority:
Commissioner|Originating Division:
Administration & Finance
Division (Business Processes)|Access Listing:
Level I: All Access
|

D. AssetWorks - Computer software program used by the State of Georgia for

management of surplus property.

IV. Statement of Policy and Applicable Procedures:

A. Property Determination: It is the duty of the Department of Administrative

Services (DOAS) to establish and maintain an accurate central inventory of
movable state-owned property. Since “movable property” is not defined in the
O.C.G.A, the Georgia Department of Corrections (GDC) has developed a system
using the PeopleSoft Asset Management Module to maintain a listing of all
“Inventoried Property”.

1. All items of state-owned property meeting the definition of Inventoried

Property or Control Item must be included in inventory.

a. Gifts or Donations - Donated items shall be reported in the same manner as

an item purchased by GDC. Gifts or donated items will be recorded at fair
market value and recorded in the PeopleSoft Asset Management module if
it meets the definition of Inventoried Property or Control Item.

b. Surplus Property - State or Federal items acquired through DOAS Surplus

Property should be recorded in the PeopleSoft Asset Management module if
it meets the definition of Inventoried Property or Control Item.

c. Leased or Rented Property and/or Equipment - Leased
property/equipment items such as copiers, multi-functional devices, or
plotters, etc. acquired with the intent to purchase should be recorded in
the PeopleSoft Asset Management module with the full acquisition cost,
which is the cost of the item less any contract fees or interest payments.
Leased or rented property/equipment that is not intended to be purchased
must be added to the PeopleSoft Asset Management module with a zerodollar value.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Property Determinations and Control|Policy Name:Property Determinations and Control|Policy Name:Property Determinations and Control|
|Policy Number: 402.01|Effective Date: 9/23/2020|Page Number: 3 of 7|
|Authority:
Commissioner|Originating Division:
Administration & Finance
Division (Business Processes)|Access Listing:
Level I: All Access
|

d. Book Sets - Books that are purchased as a set with a cost of $1,000.00 or

more (law books, encyclopedias, etc.) should be assigned one decal to
represent the entire set. The decal should be placed on the inside cover of
the first book. In addition, a tag is to be typed for all other books in the
set. This tag should include the decal number and the number of books in
the set. It should be placed on the inside of the front cover of each
additional book in the set.

NOTE : Real Property - Assets or property that includes land, buildings,
and anything affixed to the land or building, or items cemented
(permanently affixed) to the ground are not considered inventoried items
and are not included in the PeopleSoft Asset Management Module.

2. An accurate chit system should be in place at all facilities and centers for all

Control Items. This procedure is not applicable to Central Office. The chit
system should include the decal number and serial number of the item and
staff member name for the person it is issued to (or section of the
facility/center) and should also include items that are assigned to an
individual on a 24-hour basis.

3. If a Control Item is determined to be missing, the local facility will be

charged the replacement cost for the item(s).

4. The funds will be deducted from the local facility’s budget and will be

transferred to the Central Office Care and Custody budget. A replacement
item will not be issued at that time. However, the facility will have the right
to purchase a replacement item at additional cost.

5. If a weapon assigned to an individual on a 24-hour basis becomes lost, stolen

or is determined to be missing, the individual will be required to reimburse
GDC the retail value for that weapon.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Property Determinations and Control|Policy Name:Property Determinations and Control|Policy Name:Property Determinations and Control|
|Policy Number: 402.01|Effective Date: 9/23/2020|Page Number: 4 of 7|
|Authority:
Commissioner|Originating Division:
Administration & Finance
Division (Business Processes)|Access Listing:
Level I: All Access
|

B. Property Control:

1. Each facility will appoint a Property Control Coordinator whose duties shall

include:

a. Issuing and placing the decal numbers on all property items received that

meet the definition of Inventoried Property.

b. Entering asset information for new purchases via “express add” and

transferred items via “basic add” into the PeopleSoft Asset Management
module. This task should include reviewing the purchase order and
receiving report or transfer form to ensure all items purchased or received
meet inventory requirements.

c. When property is received by the Property Control Coordinator, they

should complete a GDC Receiving Report with all required information.
A copy of the purchase order should be obtained from the Business
Office and maintained with the Receiving Report.

d. When property is received by someone other than the Property Control

Coordinator, a completed receiving report along with a copy of the
purchase order should be forwarded to the Property Coordinator who will
then add the item(s) into the PeopleSoft Asset Management module.

e. Completing a physical in-house inventory of property every six (6)

months with the results of the inventory forwarded to the Property
Control Section. Missing items should be noted on the inventory list.

f. Updating the custodian section in the PeopleSoft Asset Management

module.

g. Disposing of property using the appropriate measures as per SOP 402.05

Disposal of State Property.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Property Determinations and Control|Policy Name:Property Determinations and Control|Policy Name:Property Determinations and Control|
|Policy Number: 402.01|Effective Date: 9/23/2020|Page Number: 5 of 7|
|Authority:
Commissioner|Originating Division:
Administration & Finance
Division (Business Processes)|Access Listing:
Level I: All Access
|

h. Maintaining all property records to include additions, deletions, stolen,

and missing property.

2. Permanent decals should be assigned to all property owned by the State that

meets the definition of Inventoried Equipment. When an item is disposed of,
the decal number should be destroyed. Duplication of numbers within an
agency, division, facility or center must be avoided. Decals should be in a
protective location that is not subject to excessive wear or accidental
removal, but they should be in a location that is within quick view for the
person conducting physical inventory.

a. An electric etching machine or stencils should be used to number

equipment when decals cannot be placed on the item or when decals will
not stay adhered for various reasons. (Example: kitchen equipment,
outside equipment or small cameras)

C. Inventory Control Forms:

1. Property control forms are available on CAPTIVA under the Finance,

Business Forms link. These forms include:

a. Property Transfer Form: This form will be used when transferring

property within GDC locations, transferring property to another state
agency or disposing of property through AssetWorks with DOAS. If you
are transferring more than 15 pieces of equipment, a 2nd form should be
used (there is no longer a page 2 for this form ). When transferring
property within GDC, it will be the responsibility of the facility that
RECEIVES the property to make the transfer in the asset
management module of PeopleSoft. When transferring property to
another state agency or disposing of property through AssetWorks with
DOAS, a copy of this form should be sent to one of the GDC Central
Office Property Coordinators within the Business Processes group. You

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Property Determinations and Control|Policy Name:Property Determinations and Control|Policy Name:Property Determinations and Control|
|Policy Number: 402.01|Effective Date: 9/23/2020|Page Number: 6 of 7|
|Authority:
Commissioner|Originating Division:
Administration & Finance
Division (Business Processes)|Access Listing:
Level I: All Access
|

will not send a copy of the form to DOAS since it is scanned and
attached to the transfer transaction in AssetWorks.

b. Surplus Property Affidavit of Disposal: When you have property to

dispose of, (either by destruction on-site or having someone else pick it
up for disposal), you should log into AssetWorks and enter the
information for the property. When all the proper approvals have been
obtained from one of the GDC Central Office Property Coordinators and
from DOAS, you will receive an e-mail from DOAS that will include the
Disposal Authorization Number and a disposal form. Complete the form
and send a copy to a GDC Central Office Property Coordinator within the
Business Processes group. They will retire the equipment in the asset
management module of PeopleSoft. Be sure to keep a copy of the form
for your records. You will not need to send a copy of the form to
DOAS .

c. Receiving Report (Property Control): The form must be completed when

equipment is received into a facility. Required information includes
vendor name, purchase order number, description of equipment, serial
number, GDC decal number and cost. This form will be used to enter
equipment into the Asset Management module of PeopleSoft (when
appropriate).

d. Equipment on Loan or Repair Form: Use this form whenever you loan a

piece of equipment to another facility or whenever you send a piece of
equipment out for repair. Section 1 is to be completed each time you send
the piece of equipment out. Section 2, complete either the LOANED or
the REPAIRS side. Section 3 is completed when the equipment is
returned to the original facility. This is an in-house form. DOAS is not
involved in this process.

2. The report most often used from PeopleSoft for inventory control is called

“Assets by Location in Range”, which is an Asset Management query.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Property Determinations and Control|Policy Name:Property Determinations and Control|Policy Name:Property Determinations and Control|
|Policy Number: 402.01|Effective Date: 9/23/2020|Page Number: 7 of 7|
|Authority:
Commissioner|Originating Division:
Administration & Finance
Division (Business Processes)|Access Listing:
Level I: All Access
|

Reports can be run for any facility or center by using the property PeopleSoft
location codes (see SOP 402.04 PeopleSoft Location Codes).

a. Inventory Reports: Assets by Location in Range report is a location report

that reflects your inventory. The data can be sorted by decal number and
is useful for taking the required six (6) month in-house inventory (see
SOP 402.02 Duties of a Property Control Coordinator). The same report
is used during the official Property Control audit.

i. The report can also be sorted or filtered to achieve desired results,

such as sort/filter by location, description, or custodian, etc.

V. Attachments:

Attachment 1: Property Transfer Form
Attachment 2: Surplus Property Affidavit of Disposal
Attachment 3: Receiving Report
Attachment 4: Equipment on Loan or Repair

VI. Record Retention of Forms Relevant to this Policy:

Upon completion, all attachments shall be maintained for five (5) years after the
disposition of the property and then destroyed.