| (iii) determine the condition of each property item.
(B) A state agency may use any method for conducting
an annual physical inventory that is acceptable to the comptroller.
(C) If the results of a state agency's annual physical
inventory vary from the records on the state property accounting system,
then the agency shall immediately report the discrepancies to the
comptroller through the system. The report must provide a reason for
each discrepancy.
(3) Reports to the comptroller about annual physical
inventories.
(A) The head of a state agency shall send a report
to the comptroller about the agency's annual physical inventory.
(B) The report must contain:
(i) a copy of the results of the inventory; and
(ii) a signed statement that:
(I) provides the date the inventory was conducted;
(II) identifies the individual who the comptroller
may contact for information about the inventory;
(III) describes the methods used to conduct the inventory;
(IV) summarizes the values received from the inventory;
and
(V) contains the other information required by the
comptroller.
(C) Deadline for reports. The head of a state agency
shall ensure that the comptroller receives a copy of the results of
the agency's inventory and the signed statement not later than the
earliest of:
(i) the 45th day after the date the inventory is conducted;
or
(ii) the 20th day after the end of the fiscal year
for which the inventory is conducted.
(D) Properties identified as missing during the annual
physical inventory must be recorded in the State Property Accounting
(SPA) system with an effective date equal to the date the annual physical
inventory was conducted.
(4) Requirements for supplemental physical inventories.
(A) A state agency may use any method for conducting
a supplemental physical inventory that is acceptable to the comptroller.
Statistical sampling and dollar unit sampling techniques are acceptable
for supplemental physical inventories only. They are to be administered
properly and comply with the comptroller's requirements.
(B) A state agency shall maintain in its records the
results of each supplemental physical inventory.
(C) If the results of a state agency's supplemental
physical inventory vary from the records on the state property accounting
system, then the agency should consider the immediate conducting of
an annual physical inventory.
(5) Loaned personal property. Personal property that
a state agency has loaned to another state agency is the responsibility
of the lending state agency for the purpose of this subsection.
(6) Transferred personal property. Personal property
that a state agency has transferred to another state agency is the
responsibility of the transferring state agency until the transfer
has been completed in accordance with the comptroller's requirements.
(7) Missing, stolen, salvage, or surplus personal property.
A state agency must include in a physical inventory the agency's missing,
stolen, salvage, or surplus personal property until it has been deleted
from the state property accounting system in accordance with this
section.
(e) Records and reporting.
(1) Internal state agencies.
(A) An internal state agency shall maintain a perpetual
inventory. The agency shall record personal property and trust property
on the state property accounting system at the time of acquisition.
The information must be recorded in accordance with the comptroller's
requirements.
(B) The comptroller shall maintain an internal agency's
property records on the state property accounting system.
(2) Reporting state agencies.
(A) A reporting state agency shall report information
to the state property accounting system in accordance with the comptroller's
schedules, procedures, and classification system. The comptroller
may require a reporting state agency to submit information at any
time. The comptroller shall notify reporting state agencies in writing
about the required frequency of the agencies' reports.
(B) A reporting state agency shall maintain its property
records in the manner and format required by this section and the
comptroller. The agency shall ensure that its property accounting
system is always capable of providing the information required by
the state property accounting system.
(3) Group and unit tracking of personal property.
(A) A state agency shall track personal property on
a unit basis.
(B) Possessions of the state other than personal property
may be tracked on a group basis only if the requirements of subparagraphs
(C) and (D) of this paragraph are satisfied.
(C) A state agency may track possessions of the state
on a group basis only if all the possessions in the group:
(i) have the same characteristics;
(ii) have the same purchase and in-service dates;
(iii) have the same class code;
(iv) are visually identifiable as logically belonging
to the group; and
(v) may be depreciated using the same methods.
(D) Notwithstanding anything in this paragraph, possessions
of the state that are purchased with debt financing by the Texas Public
Finance Authority may be tracked on a group basis only if all the
possessions in the group are included in the same lease supplement.
(4) Missing, stolen, damaged, or destroyed personal
property.
(A) Upon receiving a report about stolen, damaged,
or destroyed personal property from a head of agency under subsection
(f)(1)(C) or (D) of this section or from a property manager under
subsection (g)(2)(B) or (C) of this section, the comptroller shall
forward necessary records about the property to the attorney general.
(B) The attorney general may investigate and take appropriate
legal action to recover the value of stolen, damaged, or destroyed
personal property. The attorney general shall determine the value
of the property to be recovered based on the market value of the property
and the degree of responsibility of the person who was entrusted with
the property.
(C) A state agency shall delete missing personal property
from the state property accounting system before two annual physical
inventories have been conducted or two calendar years have elapsed
since it was determined to be missing.
(D) A state agency may delete missing, stolen, damaged,
or destroyed personal property from the state property accounting
system only in accordance with the comptroller's procedures.
(f) Responsibilities of heads of state agencies.
(1) Care, custody, and control of personal property.
(A) The head of a state agency is responsible for the
custody and care of personal property and trust property in the agency's
possession. This responsibility does not end when a property manager
is designated.
(B) The head of a state agency is responsible for ensuring
that the agency maintains adequate inventory controls on personal
property and trust property. Upon request, the state auditor may advise
and make recommendations to the agency about those controls.
(C) If the head of a state agency has reasonable cause
to believe that the agency's personal property or trust property is
missing, damaged, or destroyed because of a state employee's negligence,
the head of the agency shall file a report with the attorney general.
(i) A report to the comptroller must be made immediately
and by entering the appropriate disposal code into the state property
accounting system.
(ii) A report to the attorney general must include
the appropriate form. The form must be transmitted to the attorney
general by facsimile. The report must be made not later than the fifth
working day after reasonable cause for the belief arises.
(D) If the head of a state agency has reasonable cause
to believe that the agency's personal property or trust property has
been stolen, then the head of agency shall inform the attorney general
and local law enforcement personnel.
(i) A report to the comptroller must be made immediately
and by entering the appropriate disposal code into the state property
accounting system.
(ii) A report to the attorney general must include
the appropriate form. The form must be transmitted to the attorney
general by facsimile. The report must be made not later than the fifth
working day after reasonable cause for the belief arises.
Cont'd... |
