BOP Program Statement 8331.03 § 9

Unless waived by the controller, random counts are conducted using the Cycle Count feature in the

financial information system. Cycle counts are completed a minimum of once per month.

Locations are encouraged to develop cycle count inventory schedules that best meet the needs of

their respective factory location(s); however, there must be at least five workdays between the end

of one cycle count and the start of another. Failure to perform system-generated cycle counts

must be documented and the prime business manager and FFA notified. Notifications are kept

with the cycle count records.

A warehouse staff member creates the inventory document in the financial information system.

Cycle counts are performed using count team(s) consisting of a minimum of two staff members, or

one staff member and one inmate. All items are physically counted. Count sheets are signed by

each staff member performing the physical count. If a n inmate is used to conduct a count, the

inmate’s register number will be notated on the count document(s). Cycle count sheets cannot be

signed by a person entering or posting the counts in the financial information system.

Inventory recounts are performed for significant deviations between physical counts and financial

information system record balances.

A warehouse staff member enters the final counts into the financial information system inventory

document(s).

P8331.03 03/19/2015 7

Physical inventory items must be reconciled with the financial information system subsidiary

records. The AW/SOI review s adjustments after reconciliation. As part of the reconciliation,

review, and analysis process, the AW/SOI addresses corrective actions for significant or recurring

differences.

The AW/SOI signs the system-generated inventory report if any inventory adjustments are

required.

A financial management staff member posts the inventory count into the inventory document.

The AW/SOI ensures that inventory documentation is created and retained for each cycle count.

At a minimum, the file contains:

■ The completed “Inventory Count Cover Sheet” (Attachment A).

■ The completed physical inventory document(s) from the financial information system.

■ Count sheets signed by the staff members conducting the count or by one staff member with

the inmate register number of the inmate as the second team member.

■ The physical inventory list or list of differences from the financial information system.