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 5010.460 ANNUAL INVENTORY


 

Section 5010.460  Annual Inventory

 

a)         All agencies are required to make an annual physical inventory of State equipment in their possession.

 

b)         Agencies shall maintain control over all property under the jurisdiction of the agency, regardless of acquisition cost, including property not required to be carried on inventory and reported to CMS, sufficient to meet the requirements of that agency's internal auditor.

 

c)         Agencies shall provide the Property Control Division on an annual basis a listing of all equipment items valued in excess of $500.

 

d)         All inventory checks must include 100% of all State equipment subject to being reported to CMS as required by Section 5010.220(a).  Both the location code and the identification number of each item of equipment must be verified.

 

e)         Requests for approval to conduct partial inventories must be approved by the Property Control Division.

 

1)         If, because of its size, its number of personnel, and/or the type and location of equipment to be inventoried, it is not practical for an agency to take a 100% inventory, that agency may submit a plan to the Property Control Division for taking a series of partial inventories.

 

2)         All plans for partial inventory must be structured to make it possible for the agency to complete a 100% inventory of its State-owned property in a four year period.

 

3)         All plans for partial inventory are subject to the prior approval of the Property Control Division.  Written approval shall be granted if the standards specified in this Section are met.

 

f)         When an agency completes its inventory, the agency head or his designee shall complete and sign the "Certification of Inventory" and "Discrepancy Report" and forward the completed certificate, with a complete inventory listing to the Property Control Division.

 

g)         Agencies shall notify the Property Control Division of changes in the position of the responsible officer.

 

1)         Whenever a change is made in the position of the responsible officer, the Property Control Division shall be notified.  The agency shall generate a master listing of property under the jurisdiction of the responsible officer for verification and certification to the Department of Central Management Services.

 

2)         All agencies shall be required to provide the Division of Property Control with a listing of responsible officers within sixty days of adoption of these rules.

 

h)         Within ninety days of the adoption of this revised Rule, agencies shall submit a copy of the agency's internal property control procedures for the review of the Property Control Division.  Changes and-or updates of the procedures shall also be submitted to the Property Control Division as they become effective.

 

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