PROPERTY CARD (PC)

Instructions
A. This ledger shall be accomplished as follows:

1. Agency – name of agency

2. Property, Plant and Equipment – type of fixed asset (i.e. xerox machines, filing cabinet, etc)
3. Description – description of property, plant and equipment (i.e. brand, size, color, serial no.,
etc.)
4. Property Number – assigned property number by the Supply & Property Unit
5. Date – date of acquisition/transfer
6. Reference – reference document used as a basis in recording the receipt or issuance of
property, plant and equipment
7. Receipt-Qty – quantity of property, plant and equipment received based on source
documents
8. Transfer/Disposal-Qty – quantity of property, plant and equipment transferred to other NGA’s
or disposed, issued, etc.
9. Balance-Qty – difference between the quantity of the property, plant and equipment on hand
less the transfers, disposed or issued if any

B. The PC shall be kept for each class of property, plant and equipment to record the description,
acquisition, transfer/disposal and other information about the asset.

C. Transactions shall be posted promptly from source documents. The Supply and Property Unit
shall maintain this card.

D. The physical inventory of the property, plant and equipment shall be reconciled with the property
cards every year and any discrepancies should be immediately verified and adjusted.