Policy Text
DEPARTMENTAL GENERAL ORDER N-2 Rev.
21 Jun 96
Index as: Capital Outlay Disposal of Furniture and Equipment Equipment and Furniture Inventory
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INVENTORY AND CONTROL OF EQUIPMENT AND FURNITURE
The purpose of this order is to set forth responsibilities regarding equipment and furniture. I. GENERAL
A. Equipment and furniture are defined as fixed assets if they cost $2500 or more and have a useful life of three years or more. The
City budgetary term for fixed assets is “capital outlay.”
B. With the exception of computer software, other small devices,
vehicles, and aircraft, all fixed assets must be tagged with a tracking number.
II. INVENTORY RECORD MAINTENANCE AND CONTROL
A. Master records for fixed assets purchased after July 1988 are maintained by the City Finance Department and recorded in the City’s Financial Management System (FMS).
B. The Planning and Fiscal Division shall:
1. Update FMS asset records periodically to reflect reported changes approved by the Chief of Police.
2. Receive and review City asset reports for distribution to division commanders.
3. Receive City instructions for conducting physical inspections of fixed assets and distribute instructions to division commanders.
4. Maintain a file of all approved changes.
DEPARTMENTAL GENERAL ORDER
OAKLAND POLICE DEPARTMENT N-2 Rev.
21 Jun 96
C. Division commanders shall:
1. Account for all fixed assets assigned to their units and ensure
that the required tags are properly affixed to each item.
2. Report all acquisitions other than budgeted items, transfers between divisions, and losses of fixed assets through channels to the Chief of Police.
3. Comply with Planning and Fiscal Division instructions on fixed asset inspections.
III. DISPOSAL OF FURNITURE AND EQUIPMENT
A. If a fixed asset becomes worn out or is no longer suitable for
Departmental use, the division commander shall notify the Chief of Police by forwarding three copies of an interoffice letter through channels, requesting that the item be deleted from the master inventory and disposed of by sale or destruction. The letter shall include:
1. A description of the item, tag number, serial number, and location by room number.
2. The reason for making the request.
3. The recommended method of disposal.
4. A signature lock for the Chief of Police, reading “Approved and Forwarded to the Accounting Section.”
B. Upon receipt of approved requests for disposal, the Accounting Section shall:
1. Submit a request to the City Finance Department to delete the FMS record.
2. File one copy of the approved letter.
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DEPARTMENTAL GENERAL ORDER
OAKLAND POLICE DEPARTMENT N-2 Rev.
21 Jun 96
3. Forward one copy to the requesting division commander,
endorsed.
4. Forward the remaining copy to the Property Unit, endorsed.
C. Upon return of the approved request copy, the division commander shall ask the Custodian to remove the item to the Property Unit.
D. The Property Unit supervisor shall arrange to have the item transferred to the Purchasing Department for sale or destruction.
E. Under no circumstances shall items approved for disposal be released to other units.
F. In the event the Chief of Police does not approve a disposal request, all three copies should be returned to the division commander.
By order of Joseph Samuels, Jr. Chief of Police
BW/GO9/N-2
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