RSM 3, Section 3700: Property Control

Updated: 11/17

3701 Purpose

To establish uniform policies and procedures for the control and use of State equipment located throughout the various offices and buildings of the Division of Rehabilitation Services (DORS), including the Workforce & Technology Center (WTC).

3702 Applicability

This policy applies to all permanent and contractual employees of DORS, including WTC, Disability Determination Services (DDS) and all Office of Field Services (OFS) and Office for Blindness & Vision Services (OBVS) field offices.

3703 Definitions

1. Capital Equipment (non-expendable item) – Any equipment item having a probable useful life in excess of one year, such as furniture, machinery, tools, etc., which have a procurement cost of $100 or more per unit. Capital Equipment also includes sensitive items with a procurement cost of $50 and over, with a useful life exceeding one year. All computer-related equipment is considered Capital Equipment. All Capital Equipment must be recorded, inventoried and reported as a fixed asset.

2. Materials and Supplies (commodity) – Any item that is consumed, expended or exchanged in form by use, such as food, office supplies, raw materials, building and maintenance supplies, repair parts, storeroom supplies and other similar items needed to support normal operations.

3. Non-Capital Equipment (expendable items) – Miscellaneous equipment, furniture, desktop articles, etc. having an acquisition cost less than $500, sensitive items with an acquisition cost less than $250, or items with a useful life of less than one year.

4. Sensitive Item – A capital equipment item that is prone to theft and concealable in a handbag or briefcase such as a laptop computer, recording device, hand held radio, cameras, etc. All computer-related equipment are considered sensitive items.

5. DORS Accountable Officer – The DORS/WTC-designated representative for the control of all inventoried State property. She/he is responsible for maintaining a list of all inventoried equipment, records of all transfers, disposal and/or storage of equipment and reporting such transactions to the Inventory Control Officer. WTC staff are also identified as accountable officers and represent their respective departments in WTC.

6. DORS Inventory Control Officer – The DORS representative responsible for the coordination of the inventory control system with the Accountable Officer, the management of the DORS inventory control system, and the inventory reporting to the Maryland State Department of General Services.

3704 Policy Statement

Equipment (Capital and Non-Capital), supplies and materials purchased with federal and/or State funds or donated for use within DORS will be used for official purposes only and will be accounted for through procedures established for the control and use of State property.

3705 Procedures

1. Capital equipment purchased by WTC will be identified by the assignment of an Inventory Control Number, which shall be affixed to the equipment. All sensitive/non-sensitive items that are purchased with a credit card require that the purchaser acquire a barcode from the supply room supervisor or accountable office from the designated area for placement on the item. Information on the purchased item is then called into Accounting (410-554-9407) so that a credit card description form can be completed. A copy of the completed form is emailed to the property officer, supply room supervisor, and inventory control staff by Accounting.

2. Inventoried equipment will be recorded in the DORS computerized inventory control system for listing on the Inventory Master List. Information included in the DORS inventory control system will include a description of the equipment, cost, purchase date, serial number (as appropriate), object code and location.

3. Inventoried equipment may not be removed from the DORS location or used for any purpose other than official activities related to the provision or support of rehabilitation services.

4. In order to maintain appropriate control of inventoried equipment, the Accountable Officer will conduct periodic inspections of various DORS locations to insure the accountability of State employees for the equipment assigned to their rooms, offices and working spaces.

5. Staff persons requesting the disposal of inventoried equipment will notify their department’s Inventory Control Officer who will notify the DORS Inventory Control Officer of the request. The DORS Inventory Control Officer completes the request and forwards the completed form to the Property Officer for signature, who then forwards the request for approval to the Assistant State Superintendent.

6. Transfer of inventoried equipment within DORS requires the written authorization of the DORS Inventory Control Officer and the completion of an inventory transfer form.

7. Appropriate supervisory/administrative personnel must provide preliminary approval for every request for:

1. Inventory transfer from DORS to another State agency, and

2. Disposal of inventoried equipment.

8. The DORS Accountable Officer must coordinate any requests for disposal of inventoried equipment.

9. If inventoried equipment must be removed from DORS property for official use or repair, the staff person removing it must complete obtain required documentation as follows:

1. At WTC/DORS Administrative Office, request DORS Police Staff to complete and sign a Property Pass.

2. At other DORS locations, obtain a written and signed statement from the supervisor authorizing the removal of DORS property.

3706 Responsibility

1. The WTC, DDS and regional Inventory Control Officers will be responsible for assisting the DORS Inventory Control Officer as requested.

2. The DORS Inventory Control Officer will be responsible for:

1. Managing and coordinating the inventory control system with the assistance of the Accountable Officer.

2. Reporting inventory to the Maryland State Department of General Services.

3. Conducting an annual inventory of all areas.

4. Conducting spot checks of individual rooms to insure the integrity of the inventory.

5. Determining if surplus equipment may be used elsewhere within the same department.

3. The Accountable Officer will be responsible for:

1. Maintaining a Master List of all property assigned to WTC-specific areas.

2. Determining if surplus equipment may be used elsewhere within the same department.

3. Ensuring the integrity of WTC inventory records.

4. Giving approval for all requests submitted by individual staff persons for:

• Transfer of property
• Removal and storage of property
• Disposal of property which is broken or no longer useful

4. All staff persons are responsible for assuring that inventoried equipment is used as intended to support the mission of DORS.

5. All staff persons are responsible for assuring that no inventoried equipment is removed from DORS locations except with an appropriate documentation/authorization.