Property Content

TABLE OF CONTENTS
Chapter I.CUSTODIANSHIP
Basic Concept
I.Storage/Warehousing
Factors to be considered in Storage and Warehousing
Procedures in Storage Warehousing
II. Issuance and Utilization

Flowchart on Procedure in the Requisition and Issuance of Inventory Items
1. Issuance of Documents
a. Supplies Availability Inquiry (SAI
b. Requisition and Issuance Slip (RIS)
c. Purchase Request (PR)
d. Acknowledgement Receipt for Equipment (ARE)
e. Inventory Custodian Slip (ICS)
f. Invoice Receipt of Property (IRP)
2. Recording for the Receipt, Issuance and Utilization of Supplies, Materials and
Equipment
3. Reconciliation of Property and Accounting Records
4. Repair and Maintenance
5. Return of Unused Supplies and Excess Materials
III.Inventory Taking
Steps in Conducting Inventory Taking
Points to Consider in Conducting Inventory
Preparation of Inventory Reports
Witnessing the Inventory-Taking
Reconciliation of Property and Accounting Records
Disposition of Property Held by Deceased, Incapacitated, Absconding or Superseded
Accountable Officers
IV. Disposal
Guidelines in the Disposal
A. Inspection
B. Appraisal
Appraised Value
Principles in Determining the Appraisal Value
General Procedures in Appraising the Property
for Disposal
Preliminary Documentations
Depreciation for Property/Equipment
Reference Price Information in Appraisal
Guidelines in Observing Conditions of the Property
Formula in Appraising the Government Property
Setting of Minimum Value
General Procedures for Disposal
Membership of Disposal Committee
MODES OF DISPOSAL
1. Condemnation or Destruction of Property

2. Transfer of Property
3. Donation of Property
4. Sale of Unserviceable Property
Awarding of Bids
Property/Asset Subject to Disposal
Unserviceable Property
Determining Factors
Pertinent Documents
V. Relief from Accountability in Case of Loss of Government Property
Relief from Property Accountability

Granting of Denying the Request for Relief
Power to Grant Relief from Accountability
VI. Bonding of Accountable Officer
Guidelines for Bonding

Bondable Risks
Procedures for Bonding
Bond Premium
The Fidelity Fund
Adjudication of Claim against the Fidelity Fund
Sanction
Chapter II – Functional Relationship
Data Gathering
Procurement
Equipment/Commonly-Use Supplies
Delivery
Inspection
Acceptance
Payment
Furniture Equipment Including Repairs
Recording/Booking-Up
Illustration showing the Process of Delivery, Inspection,
Acceptance and Recording/Booking-Up of Equipment, Furniture and Textbooks
CUSTODIANSHIP
A government official is mandated to exercise diligence in the

custodianship of any government property.
Basic Concepts
Property Custodianship refers to the guardianship of government

property by the accountable person. This includes the receipt,
safekeeping, issuance, repair and maintenance of supplies, materials and
equipment. The designated property custodian/officer is responsible,
accountable and liable for any loss, misuse, damage or deterioration of
government property due to fault or negligence in safekeeping which may
be physical or constructive.
I. Storage/Warehousing
Storage/Warehousing refers to the scientific and economical
warehousing of materials for their best safekeeping and availability. Best
safekeeping means protecting the materials against theft, fire and
deterioration but easily accessible when needed. The method or systems
include factors and procedures in the manner of undertaking due care and
maintenance of good condition of the property.
Factors to be considered in Storage and Warehousing
1. Site Location and size of storage/stockroom to use

Generally, selection of site location, type and size of storage or
stockroom to be use, play a major role for an effective storage and
Warehousing management. It is an important factor for the following
purposes:
1. To be able to figure out the amount of materials that can be
stored;
2. For determination of access for efficient and proper transport
of supplies and materials;
3. For provision of large size of doorways and entrances;
4. For installation of proper lightings and ventilation.
2. Space layout planning for materials to be stored

For easy facilitation, space layout for materials to be stored should
be properly planned. Specifically the layout should contain the placement
of supplies by category, type, similarity, popularity, sizes, shapes,
characteristics and to include perishability. It is important that materials be
stored and placed in its proper places to avoid accidents and wastage.

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TABLE OF CONTENTS

II. Issuance and Utilization

1. Condemnation or Destruction of Property

V. Relief from Accountability in Case of Loss of Government Property

Relief from Property Accountability

VI. Bonding of Accountable Officer

Guidelines for Bonding

A government official is mandated to exercise diligence in the

Property Custodianship refers to the guardianship of government

Factors to be considered in Storage and Warehousing

1. Site Location and size of storage/stockroom to use

2. Space layout planning for materials to be stored

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