Illinois Administrative Code (Last Updated: March 27, 2024) |
TITLE44. GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT |
PART5010. MARKING, INVENTORY, TRANSFER AND DISPOSAL OF STATE-OWNED PERSONAL PROPERTY |
SUBPARTC. PROPERTY REPORTING SYSTEM |
§5010.310. Transaction Codes
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a) The following code numbers shall be used to record a transaction that adds equipment to an agency's inventory.
Code
Description of Transaction
01
Acquired New
03
Received on Transfer
09
Adjust Inventory
10
Omitted from Inventory
11
Purchased on Installment Basis
b) The following code numbers shall be used to record a transaction that removes equipment from an agency's inventory. Code number 20 shall cause a piece of equipment to be removed from the agency's inventory, adjusted, and then replaced on the agency's inventory.
Code
Description of Transaction
20
Additions
22
Deletions
23
Demolition (buildings)
24
Not Located
25
Stolen
26
Scrapped
27
Cannibalize for Parts
28
Scrap Pile
30
Slaughtered for Food
31
Correctional Industries
32
Sold
34
Trade-In
36
Transferred − Within Assigned Agency
38
Transferred − Outside of Agency
40
Surplus Warehouse
c) The following documentation will be required for certain deletions from an agency inventory:
Code
Transaction Description
Documentation
22
Deletion
Memorandum detailing reasons for deletion from inventory
23
Demolition
Copy of CMS authorization to demolish structure
24
Not Located
Copy of internal investigation detailing efforts made to locate missing item and/or copy of police report.
25
Stolen
Copy of police report
26
Scrapped
Copy of CMS authorization to scrap on-site
27
Cannibalize
Copy of CMS authorization to cannibalize for parts
28
Scrap Pile
Copy of CMS authorization to scrap on-site
31
Correctional Industries
Copy of signed receipt by Correctional Industries Superintendent
32
Sold
Copy of CMS authorization to sell
34
Trade-In
Copy of CMS authorization to trade
40
Transferable Property
Copy of signed receipt for property delivered to or picked up by CMS warehouse personnel
d) All deletions from agency property records except codes 36-38 (transfer within and outside of the agency) must be approved by the Department prior to completing the transaction.
(Source: Amended at 43 Ill. Reg. 5637, effective May 3, 2019)