The purpose of the TMCC property inventory control system is to serve the interests of the State of Nevada, Board of Regents and Truckee Meadows Community College and is managed according to Nevada Revised Statutes (NRS) 396.436 and Business Center North (BCN) purchasing’s inventory procedures.
Inventory procedures and responsibilities will vary, depending upon the type of item and its monetary value.
Donated items must be handled via the TMCC Foundation. The TMCC Foundation will notify the TMCC inventory clerk of the new acquisition, and the inventory clerk will follow up with the department to inform them of the proper inventory procedures for the donated item.
Step 1: Determine whether the item is a fixed asset.
Definition: A fixed asset item is defined as a non-expendable piece of property having a unit cost of $5,000 or more and meeting the following criteria:
- Is complete in itself, and
- Is of a durable nature with a life expectancy of two years or more. Property remains on inventory for the life of the equipment.
This definition does not apply if equipment is leased, rented or placed at a College facility for demonstration purposes.
If the item is not a fixed asset, consider whether the item is sensitive equipment (see below).
Step 2: Manage the fixed asset.
All members of the College have a responsibility to assist in the safeguarding of College property. Applicable departmental chairperson, administrators, directors, and department heads have responsibility for the custody, control, and use of all federal and state property within their departments.
Receiving: Each department is responsible for reporting any shipping discrepancies, as well as damages or shortages, to the Auxiliary Services inventory clerk (see loss, damage, etc. below).
Tags: Fixed assets are tagged by the inventory clerk with a blue bar-coded seven-digit property label. Property labels are not to be removed unless directed to do so by the inventory clerk. If a property label is damaged or missing, contact the inventory clerk for a replacement.
Change in Equipment Status: Each department is responsible for submittal of the BCN Purchasing Property Transfer Form to the inventory clerk when the following takes place:
- Department transfer
- Ownership and or location change
- Salvaged or Surplus
Annual Physical Inventory: All inventory documentation and certification, including the fixed asset database, conducting/recording/verifying the physical inventories and disposing of excess property is the responsibility of and coordinated by the Auxiliary Services inventory clerk.
- The annual inventory is initiated by the inventory clerk with a copy of each department's inventory property listing printed from the asset database.
- Each department, and the inventory clerk, verifies the listings, notes any discrepancies, has the department chair (or authorized representative) sign the inventory listing, and return the listing to the inventory clerk.
- At all times the inventory clerk maintains a record of the most recent departmental inventory listings.
- Material adjustments to the fixed asset database, as a result of physical inventory, will be made with approval from the inventory clerk.
Loss, Damage, etc.: Report loss, damage, destruction, or theft immediately. The department is directly responsible to report all loss, damage, destruction, or theft to the inventory clerk using the BCN Purchasing Property Transfer Form. Before submitting the form, please ensure that all necessary signatures have been obtained.
The department must also:
- Notify the TMCC Police Department.
- Note that a copy of the police report must be attached to the BCN Purchasing Property Transfer Form.
- Notify the TMCC Contracts and Risk Management Analyst, to address any related insurance matters.
Maintain records for audits: Audits by both federal and state auditors may be conducted at any time on any aspect of federal/state inventory property. Requests by auditors for property inventory information for each department are referred to the Auxiliary Services inventory clerk.
Step 1: Determine whether the item is sensitive equipment.
Definition: A sensitive inventory item is a firearm or computer (e.g., desktop, servers, laptops, etc.), regardless of value.
Step 2: Manage the sensitive equipment.
TMCC manages sensitive equipment in accordance with the NSHE Procedures and Guidelines Manual (Ch. 1, Sec. 2.9). Departments that wish to inventory additional items within the aforementioned definition may do so at their discretion.
Reporting: Sensitive equipment has special control/reporting requirements. Inventories should be continuously updated, reflecting additions and deletions.
- Sensitive equipment should be tracked by location (building and room number), asset number, description, manufacturer, model, category, serial number, department, responsible person, status and purchase price.
- A copy of current sensitive equipment inventories must be forwarded to and kept on file with the Auxiliary Services inventory clerk.
- Any questions concerning classifications/identification of a particular item will be referred to the Auxiliary Services inventory clerk.
Loans of Sensitive Equipment
Loans to TMCC employees: Inventory property and, in particular, sensitive property items (as defined above) may be on loan to employees in support of College or federal contract/grant work, and moved outside of the departmental area or offsite.
If TMCC does not control the site, written agreements must be in place with the organization that owns or controls the site.
These loans must be approved and documented by the department chairperson or an authorized representative on the Equipment Loan Agreement form. This form must be submitted to the inventory clerk before equipment may be taken offsite.
Loans of equipment to not-for-profit and non-political entities: May be made if it is determined to be in the best interest of TMCC and the public good. All loans must be documented in writing, including which entity is responsible for maintenance, and approved by the TMCC President. The President shall annually submit to the Chancellor a list of loaned equipment.
Storage: Sensitive equipment may be temporarily placed in storage by the department chairperson. The inventory clerk must be notified if the storage site is a different location from the previously recorded location.
Departments with excess inventory, whether capitalized, sensitive or internal inventory, must notify the Auxiliary Services inventory clerk before making any plan for disposal of any item.
The inventory clerk then advises the department of the proper paperwork to be completed and how to dispose of the property in the best interest of the State of Nevada.
Excess inventory may be disposed of through the TMCC Salvage/Surplus Program. Departments may drop off unwanted, outdated and broken inventory on Salvage Drop-off Day. All excess inventory dropped off must be the property of TMCC.
- Drop-off days/hours: first Thursday of each month from 1:30–3 p.m.
- Drop-off location: caged area outside of RDMT 231.
Guidelines on salvaging inventory:
- Computers and laptops: must be processed and released as salvage by the IT Department.
- Submit an IT Customer Service Request and complete a work order for salvage hard drive configuration.
- Fixed assets: a completed and signed BCN Purchasing Property Transfer Form is required in order to salvage inventory classified as a fixed asset. Fixed assets have blue inventory stickers that need to be attached to the change form.
- Furniture: Facilities Operations and Capital Planning handles the surplus of all furniture. To salvage furniture, submit a Facilities Service Request and complete a work order for the Facilities Maintenance Department.