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016.14.1-314. Inventory Input Document Data

AR ADC 016.14.1-314Arkansas Administrative Code

West's Arkansas Administrative Code
Title 016. Department of Human Services
Division 14. Office of Finance and Administration
Rule 1. DHS Administrative Procedures Manual
Part III. Payables
Ark. Admin. Code 016.14.1-314
016.14.1-314. Inventory Input Document Data
Currentness
I. PURPOSE: To establish uniform Department of Human Services (DHS) procedures for reporting data on the Acquisition Input Document, Form DHS-1035, or the Price Adjustment Document, which is in compliance with DHS Administrative Policy No. 1043, Equipment Inventory System.
II. PROCEDURES:
A. The Division of Administrative Services (DAS), General Operations Section, Payable Units are responsible for timely reporting of data on the Acquisition Input Document, DHS-1035, and the Price Adjustment Document. A purchase order and a signed and dated receiving report must be submitted to the Payable Units for all equipment items purchased. (See DHS Administrative Policy No. 1043, Equipment Inventory System, for the definition of equipment.)
B. The Payable Units forward a copy of the purchase order and receiving report to DAS, Managerial Accounting Section, Central Inventory Control Unit.
C. The Central Inventory Control Unit assigns a property number to the equipment based on the purchase order and receiving report submitted by the Payable Units.
D. The Central Inventory Control Unit forwards Form DHS-1035 to the Payable Units.
E. The Payable Units provide the following information on Form DHS-1035:
1. Acquisition value of equipment
2. Appropriation, character, fund, and voucher number
3. Signature of person(s) providing the information and the date the information is provided
F. The Payable Units return the DHS-1035 to the Central Inventory Control Unit with the provided information.
G. The procedures to report data for the change in equipment value, except for vehicles, are as follows:
1. For equipment receiving upgrades, a cover memorandum referencing the property number along with a copy of the upgrade receiving report, invoice, and purchase order should be forwarded to the Central Inventory Control Unit.
2. For acquisition cost corrections, a cover memorandum stating that the original price was in error and a copy of the original Form DHS-1035 showing the old acquisition cost marked out with the correct acquisition cost forwarded to the Central Inventory Control Unit. The correction should be initialed and dated. The words “corrected DHS-1035” should be clearly written across the top of the DHS-1035 form.
H. The Payable Units provide a monthly status report to the Central Inventory Control Unit on outstanding tag numbers and price adjustments for equipment, with explanations for the delay of the completion of documents.
Current with amendments received through May 15, 2024. Some sections may be more current, see credit for details.
Ark. Admin. Code 016.14.1-314, AR ADC 016.14.1-314
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