asset & consumable management manual musanze...

of 27

ASSET & CONSUMABLE MANAGEMENT

MANUAL

MUSANZE POLYTECHNIC

MAY 2017

of 27

Table of Contents

Abbreviation of Terms ............................................................................................................. 3

Definition of Terms .................................................................................................................. 3

INTRODUCTION .................................................................................................................... 4

STEP 1 Asset & Consumable Requirement Planning ................................................................ 6

STEP 2 Asset & Consumable Procurement .............................................................................. 7

STEP 3 Reception and Storing of Assets & Consumables .......................................................... 7

STEP 4 Asset Registration ...................................................................................................... 8

STEP 5 Asset Codification ..................................................................................................... 9

STEP 6 Asset Handover ....................................................................................................... 10

STEP 7 Consumable Requisition ........................................................................................... 10

STEP 8 Physical Verification of Assets & Consumables .......................................................... 10

STEP 9 Asset Movement ....................................................................................................... 11

STEP 10 Asset Maintenance ............................................................................................... 12

STEP 11 Asset Damage, Loss and recovery ......................................................................... 13

STEP 12 Asset Disposal ..................................................................................................... 14

Documents to be filled ............................................................................................................. 18

ANNEX I: ASSET REGISTER FORM ..................................................................................... 20

ANNEX II: CONSUMABLES IN & OUT FORM/ STOCK CARD ............................................ 21

ANNEX III: ASSET/CONSUMABLE PHYSICAL VERIFICATION FORM .............................. 22

ANNEX IV: ASSET HANDOVER FORM ............................................................................... 23

ANNEX V: ASSET TRANSFER FORM ................................................................................ 24

ANNEX VI: GATE PASS FORM ............................................................................................. 25

ANNEX VII: ASSET MAINTENANCE REQUEST FORM .................................................... 26

ANNEX VIII: ASSET DAMAGE OR LOSS FORM ................................................................. 27

of 27

Abbreviation of Terms

GoR Government of Rwanda

MP Musanze Polytechnic

MINEDUC Ministry of Education

CBM Chief Budget Manager

WDA Workforce Development Authority

Definition of Terms

Asset It includes both fixed asset and non-fixed asset in the actual sense.

However, since this manual does not deal with non-fixed asset, asset

in this manual means fixed asset only. Refer to “Fixed Asset”.

Consumable An item which is expected to be consumed within ONE year

irrespective of the acquisition cost. All items whose acquisition cost

below 25,000RWF are consumables.

Fixed Asset A long-term, tangible assetheldproductiveuse within the

institutionand not expected to be consumed or converted to cash

within ONE year. Its acquisition cost exceeds 25,000 RWF.

http://www.investorwords.com/2885/long_term.html

http://www.investorwords.com/4871/tangible_asset.html

http://www.investorwords.com/4871/tangible_asset.html

http://www.investorwords.com/772/cash_in.html

http://www.investorwords.com/772/cash_in.html

of 27

INTRODUCTION

As is obvious, any college does not function without assets. Assets play a significant role in

school management and create an environment to improve the students' learning capacity.

Moreover, it is important to note that such Institution assets are procured with public money. It is,

therefore, the responsibility of the Institution to ensure that the assets are properly maintained and

managed, and to prevent any kind of misuse or misappropriation of the assets.

This Asset &Consumable Management Manual aims to provide overall guidelines to stakeholders

inasset management at Musanze coveringfrom planning of required assets to their disposal.

Objectives of Assets and Consumables

The followings are the main objectives of asset and consumable management:

1. To be accountable for the public money

The Institution assets are procured with public money for which the college is accountable. The

college needs to make sure the assets procured are effectively used and maintained to maximize

the purposes of the assets and to avoid underutilized assets, which results in waste of public

money.

2. To prevent any kind of misuse or misappropriation of assets

Asset management system can minimize the possibility of misuse or misappropriation of assets. It

contributes to prevent theft, loss, damage or unauthorized disposal of the assets. Appropriate

documentation and filing, regular updating of relevant lists, coding assets, physical verification,

information sharing among the concerned people, clear divisions in their responsibilities, all of

these aspects of asset management interlink each other and reduce the risks of above mentioned

negative consequences.

3. To facilitate efficient and effective class/school management

Understanding various features of the assets such as types, quantity, supplier, price, installed

location, conditions etc. will facilitate class/school management more efficiently and effectively.

Such information will guide us when, how much/many, from where, and what to purchase or

dispose in future, which is crucial to conduct effective classes for students as well as perform

office work smoothly.

of 27

Overall ManagementAssets and Consumables

Management of assets and consumables involves various stakeholders. The diagram below shows

the relationship among them. The overall management is under the direct supervision of

Directorate of Administration and Human Resource (HR) Management, which is further

supervised by Vice Principal for Administration and Finance.This structure is subject to change

any time. Actual day-to-day management is carried out by logistics officer and storekeeper, whom

user departments and units mainly coordinate with based on their requirements.

Process of Assets and Consumables Management

The following 12 steps are the main steps to be taken in the life cycle of each asset. However, the

Step 9 to 11 may not be applicable or not necessarily be followed in the same order depending on

the conditions of the asset.

STEP 1 Asset & Consumable Requirement Planning

STEP 2 Asset & Consumable Procurement

STEP 3 Receptionand Storing of Assets& Consumables

STEP 4 Asset Registration

Directorate of Administration and HR

Logistics Officer

Storekeeper

Administrative Units

Academic Depts.

Supervise

User Depts. & Units

Worktogether

Overall Management of Fixed Asset & Stock Inventory

Office of Logistics

Vice Principal for Administration and Finance

Supervise

Supervise

of 27

STEP 5 Asset Codification

STEP 6 Asset Handover

STEP 7 Consumable Requisition

STEP 8 Physical Verification of Asset& Consumables

STEP 9 Asset Movement

STEP 10 Asset Maintenance

STEP 11 Asset Damage, Loss and recovery

STEP 12 Asset Disposal

STEP 1 Asset & Consumable Requirement Planning

All Departments shall identify during the planning session (Action Plan development or

procurement plan revision, if any) all assets they may need to effectively perform their duties. The

user departments must prepare a list of procurement requirements with estimated costs by using

“Procurement Requirement Form” (ANNEX:1). The list shall be submitted to the Procurement

Office for consolidation in compliance with the available budget. The consolidated procurement

plan shall be submitted to the CBM for its approval. The asset planning and budgeting shall

follow the chart below.

Submission of the consolidated procurement plan to the CBM for its approval

Consolidation of the identified asset by the Procurement office

Identification of needed asset with specifications and costing by user department during Action plan development or procurement plan revision sessions

of 27

STEP 2 Asset & Consumable Procurement

After the procurement plan has been approved and shared, the Procurement office shall proceed

for further procurement process. Once Musanze Polytechnic has got into a contract with a

supplier, the Procurement office shall provide with a copy of the contract/purchase order to the

logistics Officer together with a list of goods to be supplied indicating their quantities and all

other characteristics (specification).

STEP 3 Reception and Storing of Assets & Consumables

Logistics Officer shall inform the user department when the items are delivered at Musanze

Polytechnic. He/she shall immediately inspect the items together with the user department to

make sure the items are delivered according to the contract and/or purchase order.

When the items are delivered according to the contract and/or purchase order, Logistics Officer

shall sign the delivery note brought by the supplier and prepare and sign “Goods Received Note”.

Logistics Officer shall provide the supplier with the original copies of both deliveries note and

Goods Received Note and the copies will remain with the Logistics Officer. The supplier will

submit the above documents together with invoice to the finance unit for its payment.

All assets must be inspected and received by Logistics Officer in principle; however, a person

who was delegated the authority in advance by Logistics Officer can also receive the assets on

his/her behalf. The person must submit the signed delivery note and Goods Received Note to the

Logistics Officer. The following procedures are same as above.

The delivered assets shall be installed in the user department’s room. The assets shall be officially

handed over when the “Asset Hand-Over Form” (ANNEX: 2) is signed by the head of the

unit/dept. (Refer to STEP 6). If assets are kept in the store without being installed in the user

department’s room, Storekeeper shall record the asset information in “Asset Stock List”

(ANNEX: 3) and keep the assets until it is handed over to the user department.

After the consumables are inspected and accepted by the Logistics Officer, they shall be handed

over to Storekeeper together with a copy of delivery note and/or purchase order.The consumables

shall be kept in the store according to the categories. Storekeeper shall update Store Card.

Storing of Assets & Consumables

Reception of Assets & Consumables

of 27

STEP 4 Asset Registration

Once assets are delivered, Logistics Officer must record the asset information in Asset

Register(ANNEX: 4). The following information must be included in the register:

1 Code (Refer to STEP 5)

2 Acquisition Date YY/MM/DD

3 Asset Name Name of the asset

4 Specification Specification of the asset apart from serial no. or model no.

5 Manufacturer Serial No. Serial No. of the asset

6 Model No. Model No. of the asset

7 Place of Fabrication Country where the asset was fabricated

8 Supplier Name of the supplier

9 Category Refer to ANNEX: 5

10 Sub-category Refer to ANNEX: 5

11 Acquisition Cost (USD) Acquisition cost including VAT. If the currency is USD, convert it

to RWF using the exchange rate set by the national bank.

12 Acquisition Cost (RWF) Acquisition cost including VAT

13 Fund Source of Fund

14 Estimated useful life if

Applicable

20 years: building, heavy machinery fixed in walls and plants

2 years: computers and accessories, information and

communication systems, software products and data equipment

4 years: Other assets

15 Campus Musanze Polytechnic

16 Location of Item Room name where the asset is located

17 Responsible Unit/Dept. Name of responsible unit or department

18 Person allocated Person’s name if the asset is allocated to a person (Ex. Laptop)

19 Condition of Item Excellent / Very good / Good / Fair

20 Item in use Yes / No

21 Reason for not-in-use Missing/Stolen/To be repaired/To be disposed/In store/Disposed

22 Date Reported Date when the condition of item was reported

23 Disposal Date Date of disposal if the asset is disposed

24 Sales Price (USD) Amount of money receivedin USD when the asset is sold

25 Sales Price (RWF) Amount of money received in RWF when the asset is sold

26 General Ledger

Reference

General Ledger Reference Number

27 Remarks Any relevant matters

of 27

STEP 5 Asset Codification

Asset codification is one of the crucial steps in the asset management. Once the responsible

unit/dept. is identified, a code must be issued immediately. Thecode shall be printed on a sticker

and it is fixed to the asset. As the code indicates the responsible unit/dept., it can give a sense of

accountability for the users as well as prevent misplacement of the asset. The college logo on the

sticker indicates it is the property of Musanze Polytechnic.

Design of the codes

Procedures of fixing stickers

Points to be noted in codification and fixing stickers

1

• Confirm the responsible unit/dept.

• If it is not yet identified, a code cannot be given.

2 • Make sure that the code is recorded in the asset register.

3 • Print the code on a sticker.

4 • Printed sticker must be fixed to the asset before handing over to user dept.

Example Description of Code

14ADF0001

2 digits: Year of acquisition

3 characters: Abbreviation of Unit or Dept.

4 digits: Serial Number of the Asset

The components of desktop computers shall have the same code unless accessories

are bought separately.

If sticker cannot be fixed to the asset due to its size or material, put it on the copy of

"Asset Hand-Over Form" and request the user depts. to keep it appropriately.

Ex. Software, Mattress etc.

Buildings shall be coded but no stickers shall be attached.

Each asset should have one code. Even same assets cannot be grouped.

of 27

STEP 6 Asset Handover

Whenassets are handed over to user department immediately after the delivery, Logistics Officer

must fill in “Asset Hand-Over Form” and request the heads of unit/dept to sign on the form. The

original form shall remain with Logistics Officer and the copy shall be kept with the heads of

unit/dept. “Asset Registration”, “Asset Codification” and “Asset Handover” must take place

concurrently without keeping the asset uncoded.

Even in case the assets kept in the store are handed over to user department, the same procedures

shall be followed. Besides the above, Storekeeper must submit the asset information recorded in

“Asset Stock List” to Logistics Officer. Logistics Officer shall update Asset Register based on the

information provided in “Asset Stock List” and Storekeeper shall record the date of issue in“Asset

Stock List”.

In case user departments wish to handover or return their assets to the store, the same procedures

shall be followed using “Asset Hand-Over Form”. Storekeeper shall update “Asset Stock List”.

STEP 7 Consumable Requisition

“Store Requisition and Issue Voucher” must be submitted to the Storekeeper when consumables

kept in store are required. “Store Requisition and Issue Voucher” without the signature from heads

of unit/dept is considered as invalid.Each unit and department should make a plan of required

consumableswithin the unit/department and submit a “Store Requisition and Issue Voucher” for

the unit/department instead of requesting at an individual level. The Storekeeper shall prepare the

required items based on the request. Both the Storekeeper and the user department sign on “Store

Requisition and Issue Voucher” and hand over the items. The original shall remain with the

Storekeeper and the copy shall be provided to the user department. The Storekeeper/Logistics

shall update stock Card based on every transaction.

Once the consumables are transferredto respective rooms, heads ofunit/deptis responsible for

proper management of the provided items by filling in “Consumables In& Out form”(ANNEX:6).

STEP 8 Physical Verification of Assets & Consumables

The office of Logistics shall conduct physical verification of assets twice a year in December and

June. The results must be summarized in “Asset Inventory VerificationForm”(ANNEX: 7) and

submitted to the director of administration and HR for its verification and then to the CBM for its

approval.

Physical Verification of Assets

of 27

The purpose of the physical verification is:

1) To check whether the asset register corresponds to the actual status of the assets;

2) To update the asset register based on the actual status;

3) To prepare a list of assets to be repaired and/or disposed;

4) To increase a sense of accountability of users and

5) To prevent negligence or misappropriation of the assets.

If the assets are found without having stickers, appropriate codes must be printed on stickers and

fixed on them.

In case discrepancies are found, an investigation must be conducted to find out its causes. If the

discrepancies are due to mistakes in the Asset Register, they should be corrected. On the other

hand, if the discrepancies are due to loss of the assets,follow the instructions specified in

“STEP11 Asset Damage or Loss”.

If assets are found to be idle due to breakdown, Logistics Officer shall request heads of user

department to take an immediate action either requesting maintenance service or disposal.

Logistics Officer must follow up their action.

The storekeeper shall conduct physical verification of consumables kept in the store at the end of

every month. The results must be summarized in “Consumables Inventory Verification

Form”(ANNEX: 8). After the report is approved byLogistics officer,it shall be submitted to

Director of Administration and HR.

The consumables kept in respective room must be managed by heads of unit/dept. by using

“Consumable In& Out form”. The storekeeper shall select some items randomly and check

whether the actual number of consumables corresponds to “Consumable In& Out form”. If some

discrepancies are found, an investigation must be conducted and somecountermeasures must be

taken to prevent the same.

STEP 9 Asset Movement

When assets are transferred either temporally or permanently across departments or units, the

head of unit/dept. who requests the movement must report to Logistics Officer by submitting

“Asset Form” (ANNEX:9) in order to update Asset Register appropriately.

In case of temporal (less than 30days) asset movement, Logistics Officer shall check whether the

transferred assets have been returned to the original locations based on the submitted “Asset

Movement Form”. If it is found that the assets have not been returned, Logistics Officer shall

Physical Verification of Consumables

Temporal Movement (less than 30 days)

of 27

request explanation from the heads of unit/dept.

In case of permanent(more than 30days) asset movement, Asset transfer Form must be signed by

both heads of dept./units before and after the asset movement. Logistics Officer shall update

Asset Register based on the submitted “Asset Transfer Form”. Even if the responsible dept./unit

of the asset changes due to the asset movement, the asset shall keep the same code. However, the

information in the Asset Register such as location or responsible unit/dept. shall change

accordingly. Logistics Officer shall check the transferred assets twice a year through physical

verification (Refer to STEP 8.).

In case of asset movement within the custody of same department or unit, the Asset Register shall

be updated during physical verification of assets (Refer to STEP 8).

Asset Movement

Within unit/dept. Across unit/dept.

Temporal Permanent

Request

of movement

N/A Submit “Asset Transfer

Form” to Logistics

Officer

Submit “Asset Transfer

Form” to Logistics Officer

Asset Code Keep the same code Keep the same code Keep the same code

Return of asset N/A Within 30 days N/A

Update

Asset Register

At the time of Asset

Physical Verification

N/A When “Asset Transfer

Form” is accepted

STEP 10 Asset Maintenance

The heads of units and departments must pay attention to the maintenance of assets such as

checkup, repair and part replacement in order to prevent the breakdown and keep the good

conditions for a long period.

In case assets require maintenance service, the heads of user departmentshall notify the heads of

unit/dept of the relevant maintenance technician depending on the types of the assets to be

maintained by filling “Asset Maintenance Request Form”(ANNEX: 10).

Permanent Movement (more than 30 days)

of 27

There are four categories of maintenance technicians as follows:

The technician who received the request shall work on the maintenance promptly and inform the

results to the head of unit/dept. as well as the person who made the request by using the submitted

Asset Maintenance Request Form. The copy of the form should be submitted to Logistics Officer.

The maintenance request shall be considered within the Institution first and if the request is found

to be beyond the capacities of Institution maintenance technicians, the maintenance service shall

be outsourced.

The technician must report to the head of unit/dept seeking his/her approval on outsourcing the

maintenance service. After his/her approval, the technician shall submit the report to The CBM

for his/her authorization.

The assets which are kept idle without any recognition must be identified during physical

verification of assets conducted by Logistics Officer. He/she shall request heads of user

department to take an immediate action either requesting maintenance service or disposal.

STEP 11 Asset Damage, Loss and recovery

User departments are responsible to take good care of the assets under their custody and take

careful precaution to prevent incidents such as theft, loss, damage and fire. In case such incidents

take place, the user must investigate the causes and immediately report to Logistics Officer by

filling“Asset Damage or Loss Form”(ANNEX: 11). Logistics Officer shall update Asset Register

based on the submitted “Asset damage or Loss Form”.

The department in charge of asset management shall make further investigation to ascertain the

real cause of damage or loss. If it is found out that the damage or loss was due to negligence/

carelessness or intentional, the concerned individual (s) shall be compelled to compensate for

damaged or lost items.

•Electronics related devices A technician appointed

in Electronics dept.

•IT related devices A technician appointed

in IT dept.

•carpenrty and plumbing devices A technician appointed

in Workshop dept.

•General and non-technical maintenance Maintenance unit

Recovery of damaged or lost items

of 27

Musanze Polytechnic staff who damages or losses institutional assets outside the institution while

on or not on official duties will have to pay/ compensate for the damaged and lost items.

Musanze Polytechnic staff who damages any item shall pay the repair cost within a

period not exceeding two (2) months

Musanze Polytechnic staff who loses any item shall buy the new item similar to the lost

item within a period not exceeding three(3) months. In case he/she doesn’t not find the

same lost item, he/she will pay double the price of the lost items.

The above mentioned payment modalities shall also apply to Musanze Polytechnic

student (s) who damage or lose institutional items.The student who will damage or lose

the institutional item/consumable shall pay for damage repair or lost item starting from

the caution fees deposited.

A student who will fail to pay for the damage repairement cost or item replacement shall

not be cleared for graduation and will not be given any academic document or

service.

STEP 12 Asset Disposal

All asset disposals related activities shall be carried out by the internal asset valuation and

disposalcommittee established by the CBM. The committee is responsible for determining the

value of the assets which shall be disposed.

The Directorate having Logistics in its mandate shall identify and prepare a list of assets to be

disposed and forward it to the CBM for the latter to transmit that list to the internal tender

committee.

When the asset to be disposed presents a particular nature not knowledgeable to the institution,

the institution may entrust the valuation of that (those) asset(s) to an independent valuator. The

term of office for the valuation committee is 3 years not renewable. However, after an interval of

one term of office,the member may again be appointed.

The valuation shall be conducted based on the following grounds:

1) The book value

2) The value of the asset in the market

3) The nature of the asset to be sold, donated, exchanged or destroyed.

Identification and Preparation of a list of Asset to be disposed

Valuation’s principles

Payment modalities for damaged or lost items

of 27

The disposal of buildings and vehicles shall require an authorization from the Ministry having

Infrastructure in its attributions.

The assets shall be disposed by using any of the following methods:

1) Selling

In case of selling, bidding in sealed envelopes shall be used when the assets to be sold are of high

value equal or higher than fifty million (50,000,000 Rwf).The assets shall be put in bulk and they

can complete for a single lot or several or all lots.

Payment for sold assets

Payment for the sold assets by bidding through sealed envelopes shall be done within fifteen (15)

days from the date of selling session. The successful buyer shall be required to pay 10%

immediately by Notified cheque after notification of award. The balance shall be paid through the

account indicated during the selling session.

The transfer of ownership shall take place after the total payment. There shall be a sale contract

between the Institution and the successful buyer. The buyer who does not pay the total price of the

bought asset, shall loose the right to that assets as well as the money paid at the day of the sale.

Withdraw of the purchased asset

The successful buyer who paid in accordance with the provision of the previous paragraph shall

withdraw the purchased asset within a time specified in the notice related to the sale of that asset.

Failure to do so he/she shall incur penalties equivalent to 1.5% of the total price of the bought

asset per day. Nevertheless, the incurred penalties shall not exceed 50% of the total price of the

sold asset. When penalties exceed fifty per cent (50%) of the total cost of the purchased asset, the

successful buyer shall be declared defaulter and shall have no right to that asset which shall be

subject to resale. The asset shall be sold as it is and the successful buyer is supposed to have seen

and known its nature. The college shall never be held responsible for the nature of an asset after its

sale.

2) Donation or exchange

The donation or exchange of ainstitution’s property shall be under a written contract. That

contract shall determine the use of donated or exchanged asset.

3) Destruction

When an asset is no longer of any use, it may be burnt to destruction or destroyed by use of any

other means.

However, such disposal shall be authorized by the Minister in charge of Infrastructure in

collaboration with Rwanda Environment Management authority.

Asset disposal methods

Disposal with authorization from the Ministry

of 27

Roles and Responsibilities of Each Stakeholder in Asset Management

The responsibility of CBM in the asset management shall be:

To provide the overall strategic asset management direction to Musanze Polytechnic.

The roles and responsibility of the Director of Administration and Human Resourcesin asset

management shall focus on the supervision aspects. Thus they shall consist but not limited to the

following;

To create policies or procedures for logistics activities

To ensure proper reports and documentation of the Institution’s assets

To design models for evaluating logistics activities or services

The roles and responsibilities of heads of user departments in asset management shall consist of

the following;

To prepare a list of assets /consumables with clear specifications, estimated costs,

quantities and unit of measurement that they will need for the whole financial year

To designate their representative during the reception of assets from suppliers

To safeguard the asset allocated to their respective unit or department

To inform the relevant maintenance technician in case maintenance service is required

To report to Logistics Officer in case of loss or theft of assets

To liaise with the Logistics Officer during physical verification of assets

To approve requisition of consumables from their respective staff

The roles and responsibilities of the Logistics Officer in asset management process shall be:

To conduct physical verification of assets twice a year in June and December and produce

reports

To prepare updated Asset Register

To analyse the current and future situation of the college assets

To issue Good Received Note to suppliers after proper verification of supplied goods

To authorizemovement of assets

To ensureproper codification of college assets

To ensure assets are well maintained and used in the college interest

ChiefBudget Manager

Director of Administration and Human Resources

Heads of User Departments

Logistics Officer

of 27

To ensure an appropriate record regarding assets disposal

To assist in planning and take the primary responsibility for the logistics and the

preparation of special events and meetings

The roles and responsibilities of the Storekeeper shall be;

To register in and out of all goods in the store in accordance with the specification

To issue consumables and assets from the store, which are requested after being approved

by competent officials

To maintain and update stock cards

To maintain and update Asset Stock List

To maintain an updated database of items available in the store and ensure that

requisitions are timely done to avoid any stock out

To arrange goods in the store properly to ensure safety of stock

To conduct physical verification of stocks at the end of every month and produce report

To reconcile the results of the count with the corresponding records in the bin cards

To identify any obsolete stocks and inform the Logistics Officer

To prepare new requisition for next month to be submitted to the Logistics Officer

Storekeeper

of 27

Documents to be filled

Documents to be prepared From Whom To Whom When

Procurement Requirement Form Heads of unit/dept. Procurement Office When procurement request is made

Purchase Order Procurement office Supplier When goods are ordered

Delivery Note Supplier Logistics Officer When goods are delivered

Goods Received Note Logistics Officer Supplier When goods are received

Stock Card Storekeeper N/A When consumables are stored in the store

When consumables are issued

Asset Register Logistics Officer N/A When assets are handed over

When assets are moved

When assets are disposed

Asset Stock List Storekeeper Logistics Officer When assets are stored in the store

When assets are handed over

Stores Requisition and Issue Voucher User Storekeeper When consumables in the store are required

Consumables In & Out Form Heads of unit/dept. Storekeeper

(At the time of Physical

Verification)

In and out of consumables in the respective

user department’s room

Asset Hand-Over Form Logistics Officer Heads of unit/dept. When assets are handed over

of 27

Asset Inventory Verification Form Logistics Officer Vice Principal for Administration

and Finance

At the time of physical verification of assets

Consumables Inventory Verification

Form

Storekeeper Director of Administration and HR At the time of physical verification of

consumables

Asset transfer Form Head of unit/dept. who requests

movement

Logistics Officer When assets are moved across unit/dept.

Asset Maintenance Request Form

Heads of unit/dept. Head of unit/dept. which the

maintenance technician belongs to

When assets require maintenance service

Head of unit/dept. which the

maintenance technician

belongs to

Heads of unit/dept. When the maintenance is completed

Asset Damage or Loss Form Heads of unit/dept. Logistics Officer When damage or loss of assets is found

of 27

ANNEX I: ASSET REGISTER FORM

NO

Asset Details Details of

purchase

Details of the cost of Assets Asset location/Keeper

Item

Name

Specification/

Serior

Number

Number of

Asset/Quantity

Supplier Purchase

Order

Number

Date of

Delivery

Cost of

Asset

(Net)

Quantit

y

Total

cost

of

Asset

Use

life

Remaining

life

Depreciation

value

Asset

value

Building Observation

1

2

3

4

of 27

ANNEX II: CONSUMABLES IN & OUT FORM/ STOCK CARD

STOCK ITEM:

YEAR: 2017

STOCK IN STOCK OUT STOCK ON HAND

Date Prev.

Balance

Entered

Quantity

Balance

Quantity

Date Quantity out User Department Quantity Unit Remarks

of 27

ANNEX III: ASSET/CONSUMABLE PHYSICAL VERIFICATION FORM

NO

Asset Name Specification S/N Location Person Observation

1

2

3

4

5

6

7

of 27

ANNEX IV: ASSET HANDOVER FORM

I, ………………………………………………..hereby certify that the asset mentioned below are handed to ……………………………………………

SN Asset Name Specification Unit Qty Location Status

1

2

3

4

5

6

Handing staff: [Names and signature] Receiving staff certification

I, [insert names] hereby certify that the item stated above are received within the

mentioned status. Signature.

Verified by: Logistics Officer Approved by: Concerned Director/HoD

of 27

ANNEX V: ASSET TRANSFER FORM

MATERIAL (ASSET) TRANSFER FORM

Issuing Dept.:………………………………. No:…………………………….

Receiving Dept.:…………………………… No:…………………………….

Date:…………………………..

Reason:…………………………………………………………………………………………

……………………………………………………………………………………………………

……………………………………………………………………………………………………

……………………………………………………………………………………………………

Material (Asset) Identification

S/N Material description/ name Quantity Code No Unit Remarks

Issued by:…………………………….. Sign:…………………………

Received by:…………………………. Sign:…………………………

Approval of Logistics Officer…………………………………………………………

of 27

ANNEX VI: GATE PASS FORM

GATE PASS

No……/MP/ 2017

For: The Security Guards

Please allow the bearer ____________________________ to

go out of the campus, on ……../………../……… with the following:

No Name of Item/

consumable

Quantity taken Quantity

Returned

Return date

1

2

3

4

5

6

7

8

9

10

Issued by: _____________________

Logistics Officer

Authorized by: __________________

Director of Administration and Human Resource

of 27

ANNEX VII: ASSET MAINTENANCE REQUEST FORM

Asset Maintenance request Form

User Department: …………………………………………………………

Staff Names: ……………………………………………………………….

Technical issue of the asset/consumable to be maintained:

……………………………………………………………………………………………………

……………………………………………………………………………………………………

……………………………………………………………………………………………………

……………………………………………………………………………………………………

……………………………………………………………………………………………………

………….

S/N Name of the Asset/consumable

to be repaired

Asset/consumable description

Code NO

1

2

3

4

5

Staff’s signature:

Date:………./………../…………

of 27

ANNEX VIII: ASSET DAMAGE OR LOSS FORM

ASSET DAMAGE or LOSS FORM

Userdepartment name :……………………………………………………………

Staff’s names: ……………………………………………………………

Position :…………………………………………………………….

Date / when the asset/consumable was damaged/ lost (date, month, year):

………./………./………

Cause of the damage/loss:……………………………………………………………………

DETAILS OF THE LOST/DAMAGED ASSET/CONSUMMABLE

S/N Name of the Asset/

Consumable damaged/lost

Asset/consumable

description

Quantity Code NO

1

2

3

4

5

6

Staff signature:

Date:…………/…………/………...