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C. Unannounced Bi-Annual Audit/Inspections of Assets
1. One to three unannounced asset audits/inspections will take place on a bi-annual basis as
determined by the Assistant Chief of Administrative Services, who will determine the area to be
audited and when and designate a supervisor to conduct the audit/inspection, assisted by the asset
manager, asset manager or designee.
2. The audits will be logged in records maintained by the Logistics Division, rotating the audits
through each area to ensure that each is inspected once before beginning a new rotation cycle.
3. The audit/inspection will be conducted as follows:
a. The commander of the area selected for inspection will receive notification of the audit no
sooner than the day before the audit takes place.
b. The number of asset items selected for inspection may range from 5 - 10 percent of the total
listed assets assigned to the area.
c. The area's commander will assign an employee under his command, familiar with the area's
assets, to assist with the audit by locating the assets.
d. After the audit, the supervisor designated to perform the audit will prepare a report outlining
the inspection results following the format as outlined above in Section III.B.2. regarding
annual audits. The completed report will be forwarded to the Assistant Chief of Administrative
Services through the chain of command.
4. Any assets not located during the audit/inspection will be noted. The area's commander will
prepare a report to be forwarded through his chain of command, outlining what happened to the
property (i.e., lost, stolen, non-documented transfer, etc.). This report will be retained as part of
the audit/inspection report by the Department鈥檚 asset manager for at least two years, or until the
next audit/inspection of the area takes place, whichever is longer.
D. Other Inventory Verifications
Upon assuming command of an area, a newly assigned commander may, at his discretion, call for an
optional asset inventory. If this takes place, the completed report of this inventory will be forwarded
to the asset manager within 30 working days of the effective transfer date. In conducting this asset
inventory, the area's commander shall:
1. Request and obtain a printout of the area's assets from the asset manager, asset manager, or
designee;
2. Verify the accuracy of the printout through comparison with located assets;
3. Sign and date the printout upon approval, and return it to the asset manager, asset manager, or
designee;
4. Note specific discrepancies from the printout (i.e., missing or unlisted assets, etc.) on NNPD Form
#242 Property Transfer/Disposal Form. This form and the original printout shall be forwarded to
the Executive Staff for final review and recommendation through the commander's chain of
command.
IV. INVENTORIED EQUIPMENT PROCEDURE
A. Initial Acquisition
1. Upon the purchase of a new Department asset using a City Purchase Card (P-Card) or through the
City requisition process, the equipment will be shipped to and processed through the Logistics
Division to the asset manager, who shall:
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