PURPOSE
The purpose of this directive
is to inform state agencies of the guidelines and procedures that
the Department of Administrative Services has adopted for the uniform
inventory, reporting, and certification of state property. The inventory
guidelines and procedures provide the necessary accountability to
comply with applicable federal and state auditing, financial and security
requirements.
GENERAL
Section 125.16 of the Ohio
Revised Code requires Administrative Services to maintain current
inventory records of the state's tangible, real and personal and real
property and to develop inventory procedures for state agencies to
use when preparing inventory records to file with Administrative Services.
The inventory guidelines
and procedures assists state agencies complying with federal, as well
as state rules and regulations, and assures that state property is
inventoried in an efficient, manageable, and standardized manner statewide.
Further, the inventory guidelines and procedures facilitates sufficient
controls and accountability so state agencies can comply with all
applicable federal and state audit and program requirements.
For more detailed information
regarding the management and reporting of state inventories refer
to the General Services Division State Inventory Guidelines and Procedures
(a.k.a. General Services Division State Inventory Policies and Procedures).
Section 117.17 of the Revised
Code requires that before the head of a state agency leaves office,
he or she shall prepare a letter of representation for the successor
in office. The letter shall contain an inventory of all properties,
supplies, furniture, credits and moneys, and any other thing belonging
to the state. A copy of the letter is to be delivered to the successor
in office, one copy to the Governor, one copy to the Auditor of State
and one copy to the Attorney General.
For more detailed information
regarding the prescribed form for the letter of representation, contact
the Auditor of State.
This directive supersedes
any previously issued directive or policy and will remain effective
until canceled or superseded.
AUTHORITY AND REFERENCE
ORC 125.16
ORC 125.831
Federal OMB Circular A-87
Federal OMB Common Rule, Sections 31, 32 and 33
OBM Fixed Asset Accounting Policies for Financial Reporting
DAS/GSD State Inventory Guidelines and Procedures
DAS Policy OPP-003: Bar Code Label Standards