Capital Assets
Capital Asset Purchases
Just a reminder - a separate batch must be used to key payments for capital asset purchases. Write "CAPITAL ASSET" at the top of the resulting Invoice Entry Proof list. Make an additional copy of the vendor invoice and attach it to the voucher packet. This helps us in the tagging and recording of capital assets.
Capital Asset Transfers/Retirements
During physical inspections, we have found many discrepancies because the assets were transferred, discarded or surplused and we were not notified. After the initial purchase of the asset, it is the agency's responsibility to notify us of all subsequent movements so we can update the database. The CAPITAL ASSET TRANSFER FORM should be used to make the notification.
Capital Asset Data Export to Excel
Managing capital assets should be much easier using the Excel export feature. You can export a listing of your agency's assets to Excel to use for physical inspection or comparison to lists you may maintain independently.
Re-Inventory of Capital Assets
We periodically conduct a re-inventory of all County assets with a value of $5,000 or more. The agency contact will be called to schedule a time for inspection, and will be provided a listing of assets in advance of the visit. The agency is responsible for explaining or acknowledging all assets that cannot be found, and the database records will be corrected accordingly.