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

2. 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.

3. 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

4. 1
Definition & Purpose

5. 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 $ OR MORE. - All volume purchases resulting in a onetime reduced price for items that normally are in the guidelines will be bar coded (tagged).

6. 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

7. 2
Receiving/Inventory

8. TRACKING OF FIXED ASSETS:
We are required to track all capital assets costing at least $2,
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.

9. 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.)

10. 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”

17. 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)

29. 3
Warranties

30. 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

31. 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.

32. Canyons School District Surplus/Transfer Flowchart

33. 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

37. 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

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

40. This is where you will be able to log into your personal District account. If you need an account established please call the

41. 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

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

47. Questions?
What’s Your Message?