Page 113 - HCSD SOPandIC Manual

EQUIPMENT/PROPERTY MANAGEMENT (F1- F9)
Policy DI, DM, DO

FIXED ASSET DATABASE
Hinds County School District utilizes its MUNIS ERP System Fixed Asset Module as the database for
tracking equipment and property. It contains all data elements required by state and federal guidance. {{2
C.F.R. 200.313-314} (F1, F2)

Hinds County School District will use, manage, and dispose of equipment and supplies purchased using
Federal funds in accordance with relevant State laws and procedures. The district ensures that equipment
and supplies are used only for authorized purposes of the project during the period of performance or until
no longer needed.

Business Services publishes and updates the Hinds County School District (HCSD) Property Control and
Procedure Manual which provides procedures for all district property. Please refer to the HCSD
Property Control and Procedure Manual.

FEDERAL PROGRAMS INVENTORY PROCEDURES – (F3; F4)
The State and Federal Programs Office will conduct at least one annual inventory of equipment purchased
with Title I funds, but preferably two (2) inventory audits during school year. These audits will be
conducted ideally at the beginning of the second nine weeks and prior to the end of the fourth nine weeks,
however, not later than the close of the fiscal year. Audit procedures are as follows:

1. The Federal Programs Administrative Assistant (FPAA)/Inventory Control Manager will contact the
school Fixed Asset Coordinator to determine a date to conduct the audit. The on-site audit should
require at most two (2) days.

2. Upon completion of the on-site audit, the FPAA/Inventory Control Manager will send a list of any
items that were not located during the audit and/or were in the wrong location, if the finding was not
corrected on-site, during the on-site visit.

3. The School Fixed Asset Coordinator will have one-week to locate any missing inventory. When
missing inventory item(s) are found, the FPAA/Inventory Control Manager will verify via a second
on-site visit.

4. If the equipment is not found, the FPAA will notify the school principal and the FPD. The school
principal should follow the steps in the HCSD Property and Control Policy and Procedures Manual
for Missing or Stolen Equipment and provide the appropriate documentation to the Office of Federal
Programs in a reasonable time frame (i.e., affidavit, police report for stolen equipment, etc.)

Sources: Hinds County School District Property Manual

MAINTENANCE OF EQUIPMENT (F5)
The Hinds County School District values its property/equipment and provides an online system for
maintenance. The Technology Department provides technical support via an I.T. Help Desk which is the
central point of contact for TaTrack, the district online system for standard technology repair and/or

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