TITLE 44: GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT
SUBTITLE D: PROPERTY MANAGEMENT
CHAPTER I: DEPARTMENT OF CENTRAL MANAGEMENT SERVICES
PART 5010 MARKING, INVENTORY, TRANSFER AND DISPOSAL OF STATE-OWNED PERSONAL PROPERTY
SECTION 5010.310 TRANSACTION CODES


 

Section 5010.310  Transaction Codes

 

a)         The following code numbers shall be used to record a transaction which adds equipment to an agency's inventory.

 

Code

Description of Transaction

01

Acquired new

03

Received on transfer

09

Adjust inventory

10

Omitted from inventory

11

Purchased on installment basis

 

b)         The following code numbers shall be used to record a transaction which removes equipment from an agency's inventory.  Code number 20 shall cause a piece of equipment to be removed from the agency's inventory, adjusted, and then replaced on the agency's inventory.

 

Code

Description of Transaction

20

Adjustment-Additions

22

Adjustments-Deletions

23

Demolition (buildings)

24

Not Located

25

Stolen

26

Scrapped

27

Cannibalize for parts

28

Scrap Pile

30

Slaughtered for Food

31

Correctional Industries

32

Sold

34

Trade-In

36

Transferred-Within assigned agency

38

Transferred-Outside of agency

40

Surplus Warehouse

 

c)         The following documentation will be required for certain deletions from an agency inventory:

 

Code

Transaction Description

Documentation

22

Adjustment-Deletion

Memorandum detailing reasons for deletion from inventory

23

Demolition

Copy of CMS authorization to demolish structure

24

Not located

Copy of internal investigation detailing efforts made to locate missing item and/or copy of police report.

25

Stolen

Copy of police report

26

Scrapped

Copy of CMS authorization to scrap on-site

27

Cannibalize

Copy of CMS authorization to cannibalize for parts

28

Scrap Pile

Copy of CMS authorization to scrap on-site

31

Correctional Industries

Copy of signed receipt by Correctional Industries Superintendent

32

Sold

Copy of CMS authorization to sell

34

Trade-in

Copy of CMS authorization to trade

40

Transferable Property

Copy of signed receipt for property delivered to or picked up by CMS warehouse personnel

 

d)         All agencies, boards, commissions and universities must furnish to the Property Control Division, on a monthly basis, a detailed listing of inventory deletions, by transaction code, to include the following information:  tag number, description, purchase price and purchase date. Documentation supporting each deletion shall be maintained in agency files.  CMS Property Control Division shall have the right to review agency files upon request.

 

e)         All deletions from agency property records except codes 36-38 must be approved by the Property Control Division prior to completing the transaction.

 

(Source:  Amended at 12 Ill. Reg. 10671, effective June 14, 1988)