N.Y. Comp. Codes R. & Regs. tit. 9 § 1628-5.1

Current through Register Vol. 46, No. 25, June 18, 2024

Section 1628-5.1 - Inventory control

(a) Inventory records will be maintained for appliances, office and maintenance equipment, tools and similar project property of a nonexpendable nature.

(b) Entry on inventory record will be made by office personnel as soon as possible after receipt of property from information on the delivery receipt. Manufacturer's serial numbers will be shown for items having such numbers. Also, if considered necessary, an inventory control number can be affixed, by means of a decalcomania or other method of marking, to each item for positive identification at time of physical inventories.

(c) Inventory records will be maintained on an inventory card (Exhibit 36 of Appendix S-8) for each type of item. Cards will show the quantity on hand, location of the item, inventory control numbers if used, manufacturer's serial number if applicable, reference number of the voucher and date on which item was purchased, and quantity dropped from inventory and reason for it.

(d) Employees will be advised of the specific project items for which they are responsible. They will be required to advise their supervisor promptly of any loss, damage, etc. of items for which they are responsible. Tools, not assigned to a specific individual, will be controlled by having the employee using the tool responsible for its return when he is finished with it or at the end of his day's work. The maintenance superintendent or designated employee is responsible to insure that all such tools are on hand at the end of the work day and to advise the project manager of any that may be missing or damaged.

(e) Physical inventory of all items on which inventory must be maintained will be made at least once each year. Inventory cards will be adjusted to reflect any overages or shortages disclosed as a result of this annual inventory. Adjustment of shortages must be substantiated by any pertinent information and must be approved by the authority with the Bureau of Management being advised.

(f) Projects at which inventory records are not being presently maintained will conduct an initial inventory immediately and prepare inventory cards on the basis of the initial inventory.

(g) Approval of the authority is required for the dropping from inventory records of any item that is missing or damaged. Personnel responsible for the item which is lost or damaged should report promptly to the project manager so that he can initiate such investigation as the situation warrants. A report of the investigation and the project manager's recommendation will be submitted to the authority for action. A copy of the report and the authority's action will be forwarded to the Bureau of Management.

N.Y. Comp. Codes R. & Regs. Tit. 9 § 1628-5.1