BOP Program Statement 8563.07 § 16

counts of M&E are to be taken under the following circumstances.

a. A complete physical inventory of all M&E and sensitive

equipment must be taken annually.

b. Interim inventories are required whenever an employee

responsible for fixed assets in a particular department

(equipment custodian) is transferred from that department. The

following procedures are to govern the conduct of physical

inventories:

• The interim inventory is to be taken of the items for

which the departing employee was responsible.

• Whenever possible, the new employee is to conduct the

inventory. However, if he or she has not yet arrived,

the AW(I&E)/SOI is to designate someone who has no

responsibility for the equipment to take the inventory.

• The Business Manager is to provide the employee taking

the inventory the list of items that are to be

inventoried. The list must contain:

P a description of the equipment,

P the equipment number,

P serial number,

P quantity, and

P responsible cost center number.

• Any discrepancies discovered are to be reported as

outlined in Section 17. Once the inventory is complete

and adjustments noted, the new employee is to sign the

list containing a statement verifying the list’s

accuracy and assuming formal accountability.

• A copy of the signed list is to be forwarded to the

Business Office where the Master Assets Record is to be

updated to reflect the change.

• If the inventory has been taken by someone other than

the new employee, that person is to sign the list

acknowledging its accuracy.

• Upon assuming his or her duties, the new employee is to

be given the list of items for which he or she is

responsible and must have an opportunity to inspect the

items.

PS 8563.07

6/13/2001

Page 16

• After that review, the new employee is to sign a

statement verifying the list’s accuracy and assuming

accountability for the items. The signed statement is

to be forwarded to the Business Office where the change

of custodian is to be made to the Master Assets Record.