904 INVENTORY CONTROL

904.1 The SASP shall use the D.C. Systems for inventory control and accounting, as promulgated by the Audit Office of the District of Columbia Department of Finance and Revenue.

904.2 The inventory control system shall include all property allocated to SASP on SF-123, with no exceptions. Accountability records of all single items having a unit acquisition cost of three thousand dollars ($3,000), or more, and all motor vehicles regardless of cost, shall be maintained on a Stock Record Ledger Card and supplemented with the Control Sheet for Restricted Donable Property at the time of issue.

904.3 Property shall be checked into the warehouse upon receipt, using the SF-123 as the warehouse receiving report recorded on the Stock Record Ledger card. Issues shall be posted against the Card, and periodic inventories shall be taken to verify card balances. Actual count shall determine shortages and overages. Certain items such as nuts, bolts, screws, and washers, shall be isolated when received and sold in units of pounds or other measurements of acceptance.

904.4 Verification of property on hand shall be accomplished by complete or random sampling inventory. Random sampling inventories shall always be used whenever discrepancies are noted by the warehouse clerk.

904.5 Overages and shortages of receipts shall be recorded on the receiving report. In the case of overages on line items over five hundred dollars ($500), Form SF-123 shall be prepared and forwarded to GSA. Overage and shortage reports shall be handled pursuant to FPMR 101-44.115 (a) and (b).

904.6 The SASP shall conduct at least one (1) complete inventory each fiscal year. Property verifications shall be recorded on the Stock Record Ledger Card and all discrepancies shall be reported to the Chief, Equipment Management Division, for review and action. Adjustment action shall be performed by the Accounting Division, Department of Administrative Services.

904.7 Property shall be issued to eligible donees on D. C. Form 2630-12, Property Receipt, which shall be signed by an authorized representative of the donee at the time of issues. An authorized signature file shall be maintained by the SASP for all authorized donee-agents. Items with a unit acquisition cost of three thousand dollars ($3,000) or more, and motor vehicles regardless of cost shall also be issued on the D.C. Form 2630-12, which has the special restrictions printed on the reverse side.

904.8 Property distributed directly to a donee shall be physically received and issued as described in §§904.3 and 904.7, with the exception being the absence of the property at the warehouse.

904.9 The audit trail shall be provided by the Stock Record Ledger Card which contains the D.C. (State) Serial Number assigned the Form SF-123, the requesting and receiving document, and the voucher number assigned the D.C. Form 2630-12, the issue and accounts receivable document.

SOURCE: Final Rulemaking incorporating 24 DCR 1705, 1710 (August 19, 1977).