March 19, 2014 Canyons School District Semi-Annual Secretary Training PURCHASING * FIXED ASSETS * WAREHOUSE

Helpful Hints from Purchasing Please order approved printers through Purchasing. Check out the School Supplies Catalog on the Warehouse web page (go to the CSD main page/Departments/Warehouse). Familiarize yourself with the District Fiscal Year-End Deadlines (on Purchasing web page). Please collect p-cards for employees leaving the District and send to Gayle Christensen in Purchasing.

Definition and Purpose Three (3) things we will would like to discuss today pertaining to fixed assets are: 1 2 3 Warranty Definition and Purpose Receiving/ Inventory We will discuss three (3) main things today: Definition and Purpose Inventory Warranty

1 Definition & Purpose

FIXED ASSET DEFINITION: Fixed assets are Property, buildings, vehicles, and equipment. - They retain their original shape and appearance with use. - They have a life expectancy of over one (1) year. - THEY MOST OFTEN REPRESENTS AN INVESTMENT OF $500.00 OR MORE. - All volume purchases resulting in a onetime reduced price for items that normally are in the guidelines will be bar coded (tagged).

Purposes of a Fixed Asset Program Fixed asset inventory and tracking systems are an essential part of maintaining control of an organization’s assets. Document ownership and helps provide accountability for the public funds that have been entrusted to the District. Tracking fixed assets: Complies with State requirements Monitors and safeguards District assets Provides proof of loss from vandalism and maintains detailed records of all assets in case of a catastrophic event

2 Receiving/Inventory

TRACKING OF FIXED ASSETS: We are required to track all capital assets costing at least $2,000.00. Some lesser value items known as “walkables” are also tracked – A walkable cost between $500 and $2,000, and must be able to be recharged or plugged in to an electrical source and can be removed from a building with ease. ALL iPads, tablets of all kinds, and laptops (chromebooks) will be tagged. School/District equipment is not for personal use and should not leave school grounds, with the exceptions of laptops and other small electronics. EQUIPMENT DISPOSAL: ALL District property is to be disposed of through surplus procedures. It may not be discarded, destroyed, or given away. All unused surplus is sold at auction.

All equipment must be inventoried, preferably at the end of the school year. The following assets must be inventoried and recorded: All Technology Equipment, including but not limited to: New devices that support IT and are used in schools All PC’s and Macs All color printers and B/W over $500 All network equipment All District assets will be tracked in Skyward NOTE: Any other items that a principal wants to track can be done using the bar code scanner and library bar code labels (for example – library books, iPods, document cameras, Apple TV’s, etc.)

MISCELLANEOUS TRACKING INFO: Legislative Money – Items purchased with Legislative Money stay with the teacher as long as teacher is with CSD. If teacher leaves CSD, the item stays with the District. Personal Items – Personal items must be labeled with employees name. District is not liable for any loss or damage. Equipment Transfers – All transferred equipment must be accompanied by proper Equipment Transfer Form signed by both principals. Missing/Lost Equipment – An asset is declared lost or missing after an inventory of the property has been completed. Stolen Equipment – If an asset has been stolen, a Stolen Form needs to be filled out and accompanied by a police report. Surplus Equipment – All surplus equipment must be accompanied by Equipment Surplus Form signed by principal. Donated Equipment – All donated items must go through the Canyons Education Foundation. Donated computer items must also be approved by IT. ALL FORMS ARE FOUND ON THE FIXED ASSETS WEB PAGE UNDER “FORMS”

CANYONS SCHOOL DISTRICT Master Location Report 702 ALTA HIGH SCHOOL LOCATION BUILDING FLOOR ROOM DESCRIPTION 702 1 NEW FIXED ASSETS 2 LOST ASSETS 3 PORTABLE JUNK 2407 HOME EC - OFFICE 2408 HOME EC - REST. KITCHEN 2409 HOME EC - PREPARE ROOM 2410 HOME EC - KITCHEN CMMN COMMONS ROOM CNSLNG COUNSELING CUST CUSTODIAL KTCH KITCHEN MUSIC 149- MUSIC OFFICE PESTOR PE STORAGE PEW139 WEIGHTROOM - EAST SIDE PEW142 WEIGHTROOM - WEST SIDE WCAGE PE SOUND EQUIPMENT YARD P538 4 PORTABLE CLASSROOM P644 P647 P650 BLEACH PEFOOT FOOTBALL STORAGE(UNDER BLEACHERS, BETWEEEN WEIGHTROOMS) PEATHL ATHLETIC STORAGE (GYM) PECHEE CHEER STORAGE (GYM) PETRAC TRACK STORAGE (NE TRACK) PEMENS MENS PE OFFICE PEMBAS BASEBALL STORAGE (NEW BASEBALL FIELD)

3 Warranties

Warranty Information on PO’s Line item on purchase order for warranty information Invoice date used to determine expiration date of warranty Some warranties start when item is received When making a warranty claim or coverage is in question, contact vendor on PO

Bar Coding of assets has been accomplished at each District site Thank you for your help. Please let us know how we can assist you.

Canyons School District Surplus/Transfer Flowchart

Surplus Process 1st Product purchased and used by District 2nd Product no longer used 3rd Employee fills out all information on Surplus form 4th Administrator signs form 5th Surplus Form is submitted into Warehouse 6th Warehouse staff prioritizes work request and assigns staff 7th Warehouse staff removes products 8th Warehouse staff determines best value on merchandise 9th Products that are still in good shape will be available for Internal transfer 10th Surplus form is submitted to Fixed Assets 11th Assets are removed from District inventory

Transfer Process 1st School determines it no longer needs merchandise 2nd District employee fills out a Transfer Form 3rd Form is signed by Administrator 4th Form is submitted into Warehouse 5th Warehouse staff prioritizes work request and assigns staff Warehouse relocates merchandise to new location Transfer form is signed at new location Warehouse submits paperwork into Fixed Assets Fixed Assets completes transfer in database

Go to www. publicsurplus Go to www.publicsurplus.com Click on the Login link under the Public Surplus heading

This is where you will be able to log into your personal District account. If you need an account established please call the Warehouse @ 801-826-5300

Go to “Browse auctions within area” and go to UTAH Go to the next section and find “Canyons School District” Click on CANYONS SCHOOL DISTRICT

After selecting the item that you would like delivered to your location CLICK ON THE SUBMIT BUTTON

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