Auxiliary Services Asset Management - Inventory Control
Asset Management is crucial in higher education to track and manage assets across the district. Our asset management software, BarScan, helps us minimize equipment loss, reduce waste, and ensure compliance with regulations. The Inventory Control team, part of the Auxiliary Services department, handles asset management.
Our Asset Management Policies and Procedures Manual covers five key areas:
- Asset Receiving and Tagging
- Asset Transfer
- Asset Physical Inventory
- Disposal of College-Owned Assets
- Home Use of College Assets
Asset Receiving and Tagging
All assets are received at 801 West Fort Street, Detroit, MI 48226.
Assets costing $2,000 or more (or computer equipment valued at $500 or more) are inventoried and tagged. Tag information is uploaded to BarScan.
Asset Transfer
The following guidelines and procedures must be followed before any college-owned assets are transferred:
- Determine if the transfer is permanent, temporary, or a loan.
- Use a consignment form created by the Asset Management team for any transfer.
- Send a copy of the approved consignment form to the Inventory Control Clerk to update BarScan.
Asset Physical Inventory
The Inventory Control team performs monthly spot checks and an annual complete inventory to ensure accuracy and write off unused assets.
Disposal of College-Owned Assets
Before any assets are disposed of, the following measures have to be followed:
- Determine if any restrictions on disposal might implemented by the college or any outside agency.
- Determine if the assets are needed in any other campus or department
Any disposition is to be accompanied by an Equipment Disposition Form.
The Auxiliary Services Department arranges pickup and temporary storage. For computers, ensure all files are erased in coordination with IT before disposal.
Home Use of College Assets
Employees must complete a Consignment Form to take home assets, including PCs, laptops, and AV equipment. Upon ending employment, returned assets must be returned to the college.
Adherence to these procedures is mandatory to ensure proper management and compliance.
