Requirements

Programs: CCTR, CSPP, CMIG, CHAN, CFCC, CAPP, CMAP, C2AP, C3AP, CRRP

Agency maintains an inventory record for each piece of equipment, with an acquisition cost of more than $500 per unit purchased with state and/or federal funds. 

Contractor has conducted a physical check of the inventory of equipment within the past two years & has reconciled the result with inventory records.

Non-LEA's shall adopt procedures regarding the procurement of goods & services that prohibit conflicts of interest & ensure competition.

THE HOW & WHAT

Strategies

Interpreting regulations & putting them into practice can be challenging. Below are strategies to ensure this component is met:

 

Inventory Record

For each piece of equipment, with an acquisition cost of more than $500 per unit, purchased in whole or part, with child care services funds provided by the CDE the following items must be included on the inventory record:

  • Type
  • Model
  • Serial Number
  • Funding Source
  • Acquisition Date
  • Cost
  • Location
  • Current Condition
  • Transfer or Replacement
  • Disposition 
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Inventory Removal

Equipment can be either donated to another CDE funded service provider, transferred to the California Department of General Services, Surplus Property/Reutilazatior, or sold with the proceeds deposited into the Child Development Fund as restricted income. 

Keep records of date the item was removed from service and its disposition.

LINKS/RESOURCES

Inventory Record (link to CDE form)

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Inventory Check

A physical inventory of the property must be taken and the results reconciled with the property records at least once every two years.

Maintain records of the physical inventory check

If you operate multiple sites, ensure staff are aware that there is a process in place when items are moved from one location to the other. 


Procurement

All contractors that are not local educational agencies must adopt procedures regarding the procurement of goods and services that prohibit conflicts of interest and ensure competition.

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THE BOTTOM LINE

Monitoring

During a monitoring review the inventory record, documentation of physical check and the agency's procedures will be reviewed.

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Reference

Education Code: 35168
Title 5: 3946; 3
34 CFR 80.32
CDE School Accounting Manual

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