Equipment Management for Schools

Version Number

4.6

Implementation Date

14/04/2015

Scope

All state schools

Purpose

​Outlines the department's equipment management requirements including stocktake and loan of equipment, and appr​​opriate disposal and write-off process.

Overview

​The Department of Education and Training is committed to ensuring that a suitable equipment management system operates within schools for important departmental assets and equipment.

The department’s equipment management system includes:

  • documented acquisition and recording processes
  • equipment management processes including stocktake and loan of equipment
  • appropriate disposal and write-off process.

Schools have capital assets (over $5,000) recorded on the Department of Education and Training SAP Asset Register. Records include information regarding acquisition, transfer, loan of equipment and disposal.

An equipment replacement plan is prepared to facilitate periodic replacement of equipment which:

  • is a five year plan
  • covers all items of capital assets and higher cost portable and attractive equipment (for example, computers)
  • is updated every year
  • is consulted in the budget development process.

Equipment is disposed of by:

  • transferring to another school or other organisations
  • selling, as trade-in, or by dumping,
  • writing-off equipment under warranty, beyond economic repair, stolen, or missing.

Equipment management also involves dealing with issues of fraud, private and or unofficial use of equipment, conflicts of interest and misuse of resources.

Stocktakes are undertaken annually to assist in identifying assets that need replacing, are missing, or are obsolete.

Responsibilities

Principals

  • To ensure records are kept of portable and attractive items this includes items under $500 that are susceptible to loss or theft because of their size & appearance ($500-$4,999) and capital assets ($5,000 or more) on the OneSchool Asset Register.
  • To approve any acquisition, disposal or transfer of assets to the school.

Fixed Assets Team, Finance Branch

  • Provide advice to Schools and to coordinate schools stocktake.

Process

All State Schools

  • Ensure proper maintenance of an equipment register for new equipment  with a value in excess of $500.00 using the OneSchool Asset Register including:
    • new acquisitions
    • donations from community organisations
    • transfers from Parent and Citizens Associations (P&Cs) via Department of Education and Training projects
    • transfers from other schools or business units.
  • Ensure proper equipment control measures including:
    • maintenance of an equipment loan register and review of long term loans
    • authorise and maintain supporting documents for all acquisitions, transfers, loans (EQ11), disposals (including transfers to external organisations) and write-offs, of equipment
    • retain records as per Records Management for Schools
    • conduct an annual stocktake of equipment
    • review equipment management practices and data
    • prepare a replacement plan for equipment
    • ensure equipment is kept secure and protected from loss, including marking equipment clearly and permanently with an asset number
    • ensure local safety instructions are issued relating to use, storage, and movement of equipment where applicable.  Apply and maintain warning signs and labels where required.
  • Ensure proper disposal of equipment, including:
    • approve the disposal of any item of equipment with a written down value less than $1,000
    • approve the write-off of any item of equipment with a written down value less than $1,000
    • ensure the appropriate disposal of equipment for schools officially closed and or permanently vacated or vacated for an extended period.
  • Ensure equipment is used for official purposes only.
  • Acquire equipment through a lease in accordance with "Leasing in the Queensland Public Sector" Policy Guidelines.

Fixed Assets Team, Finance Branch

  • Coordinates schools stocktake by:
    • providing schools with a message on the OneSchool homepage advising that stocktake is ready to be process
    • provides a school stocktake checklist
    • processes stocktake returns by recording acquisition, disposal and write-off, and transfers of capital assets on the central office assets register.
  • Records Capital assets (over $5,000) in the Department of Education and Training  central register.
  • Contacts schools with outstanding stocktakes; and notifies schools with outstanding stocktake non-compliance.
  • Escalates non-completion of stocktakes to department senior management and internal audit.

Online Resources

Review Date

10/04/2016
Attribution CC BY
Accountable Equipment is equipment valued at $500.00 or more for schools. This includes both capital assets (previously known as reportable equipment) and portable and attractive items (previously known as non-reportable equipment). This equipment is subject to an annual stocktake.
 
Acquisition Cost is usually the cost of a piece of equipment plus freight and installation. In the case of donated items a fair value should be estimated, taking into account age, condition and value of similar items.
 
Asset Number is a unique numerical identifier, which is allocated to all accountable equipment. This number is based on a automatically generated asset number from the School Financial system (OneSchool) for schools upon asset acquisition.
 
Capital Assets are defined as any non-consumable item that has the capability of yielding a service benefit to Department of Education and Training for more than one year, has an acquisition cost of $5,000.00 or more and is recorded in both the school Financial system (OneSchool) asset register and the Department of Education and Training central register. A capital asset is called a fixed asset in the Financial Management Practice Manual.
 
Depreciated value is the acquisition cost less accumulated depreciation or expired useful life of the asset.
 
Depreciation is the cost of an asset allocated over the asset's useful life.

Disposal is the physical removal of the asset from the premises.

Equipment
is defined as any non-consumable item that has the capability of yielding a service benefit to Department of Education and Training for more than one year (that may include capital assets and portable and attractive items) and is not otherwise defined as land, buildings or infrastructure.
 
Equipment Register is the School Financial System (OneSchool) Asset Register used by schools.
 
Financial and Administration Delegations is a manual of applicable financial delegations of authority to approve various expenditure. The manual defines the levels of expenditure limits and the levels of financial delegate approvals required. For external internet users, this content is not yet currently available. For internal intranet users, the Financial and Administration Delegations (DET employees only) are available on the intranet.
 
Financial Management Practice Manual (FMPM) is the department's interpretation of the governing legislation and subordinate legislation to provide a framework to discharge the required corporate governance obligations. The policies within the FMPM provide a high-level policy framework to guide employees in conducting the business of the department. For external internet users, this content is not yet currently available. For internal intranet users, the Financial Management Practice Manual (DET employees only) is available on the intranet.
 
Fraud is the use of deceit to obtain an advantage or avoid an obligation. Further, fraud is criminal deception, and/or the use of false representation to gain an unjust advantage.
 
Gifts and Donations mean any gift of property and in relation to equipment is referred to as a 'reportable gift'. The term includes valuable items of property whether of a personal nature or otherwise (e.g. ornate or precision display items such as clocks, furniture, figurines, works of art and other items of enduring value including jewellery and personal items containing precious metals or stone or fine art work).
 
Leasing vs. Buying discusses this issue as part of the department's Schools Financial Management Program - Principal's module. This set of guidelines for principals presents best practice for financial management in schools. For users not on the departmental network, this content is not currently available. Principals and other employees can access this information on the internal web site OnePortal. For more information, contact Manager (School Financial Resourcing) on (07) 3034 5819.
 
Minor Equipment is a category of equipment, non-consumable in nature, which is valued at less than $500.00.
 
Motor vehicles include passenger motor vehicles and commercial motor vehicles, such as sedans, wagons, buses, 4 wheel drives, vans, utes other passenger vehicles, trucks and tractors.
 
Net Book Value (or carrying amount) is the acquisition cost less accumulated depreciation.
 
Official Premises include:
  • government-owned premises;
  • government-leased premises;
  • private or community-owned premises used for official Department of Education and Training business or functions, for which specific prior approval has been obtained; and
  • for field officers or any other type of officer who do not have an official daily headquarters, whilst carrying out Department of Education and Training duties, the particular officer's home, motor vehicle, or wherever he or she is residing.
Operating Lease is a lease under which the lessor effectively retains substantially all the risks and benefits incidental to ownership of the leased property. Items subject to this type of lease are not assets of the lessee.
 
Portable and attractive item (previously classed as Non Reportable) is equipment, excluding furniture and fittings, which has an acquisition value of less than $5,000.00 and valued at $500 or more. This includes items under $500 that are susceptible to loss or theft because of their size & appearance.
 
OneSchool is the new accounting system used by schools.
 
Resource Replacement Scheme is part of Department of Education and Training's risk management and security strategy. The scheme operates as a managed fund to provide compensation to schools and other educational locations for loss of certain resources as a result of theft and vandalism (due to break and enter), fire and natural causes such as flood. For more information, refer to Resource Replacement Scheme.
 
Responsible Officer is the officer in each operational unit who typically has management authority over the unit and therefore is responsible for the implementation of this procedure. Such officers include: principals, managers and supervising project officers.
 
School Accounting Manual contains financial procedures and processes for use by schools and education centres based on legislative and other requirements. For external internet users, this content is not yet currently available. For internal intranet users, the School Accounting Manual (DET employees only) is available on the intranet.

Stocktake is the regular or ad-hoc physical counting of equipment and reconciliation of the count with equipment register balances for a given point in time eg November
 
Value Adding is the process of increasing the value and useful life of an asset when additional components are installed.
 
Write-off is concerned with recording and approving the loss of an asset because it is missing or has been stolen etc.
 
Written down value (or carrying amount) is the acquisition cost less accumulated depreciation or expired life (months)/total life (months) x cost. For example a computer costing $5,000 has a life of 5 years (60 months) and the written down value after 4 years (48 months) is calculated thus: 48 months/60 months x $5,000 = $4,000, therefore written down value is $5,000 - $4,000 = $1,000.