4-100-030 Instructions
(1) The Controller is responsible for fixed assets inventory control.
(2) The Controller will be responsible for the development and implementation of policy and procedures to ensure that all required information is entered into the property records. Responsibilities include the planning and consolidation of equipment tagging and inventory records.
(3) The Controller will ensure that a complete physical inventory is conducted bi-annually.
(4) The Controller will manage and reconcile the inventories.
(5) Any assets will be tagged and entered into the database.
(6) Any assets unable to be located will be reported to the General Manager.
(a) The General Manager or Tribal Administrator will report the missing assets in writing to the Supervisor.
(b) The Supervisor will determine if the asset has been lost, stolen or destroyed.
(c) After the Supervisor has investigated the loss, they will then, in writing, report to the General Manager or Tribal Administrator their findings.
(d) The General Manager or Tribal Administrator will then report the missing item to the Tribal Council, or in case of a theft will require an investigation by local law enforcement. In determining the item is missing and reports are complete this item will then be removed from the property records.
(7) The Controller will be responsible for the management and reconciliation of all inventories.
(8) Adding, initiating deletions and changes of fixed assets to the inventory system.
(9) Tagging of Fixed Assets. All items with a value of $5,000 or more and a life expectancy of more than one year will be tagged with a Samish Nation property number. Items deemed sensitive will be tagged as well.
(10) The Samish Indian Nation tag will be affixed to all Tribal purchased equipment or surplus equipment within 30 days of receipt. Equipment is defined as assets costing $5,000 or more or nonconsumable equipment with a life expectancy of more than one year.
(11) Surplus equipment will be priced at fair market value and will be issued a property number.
(12) All fixed assets will be tagged; a property management inventory card will be completed and all data will be entered into the property management database. All records will be supported by an invoice.
(13) Approval from the General Manager or Tribal Administrator is required for all transfers of property within departments.
(14) Disposal request forms require two signatures attesting the condition of the asset being disposed of.
(15) Assets are to be removed from the inventory only after a disposal request has been approved. A record of the disposal will be kept for seven years. [Res. 2021-02-015 § 2 (Att. 1), 2021.]