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5.44 RECEIVING AND ISSUANCE OF EQUIPMENT AND SUPPLIES

5.44.1 OBJECTIVES

5.44.1.1 To receive Supplies and Equipment in good order and condition and
issue the same to its respective end-users.

5.44.2 SCOPE

5.44.2.1 This procedure defines the actions and responsibilities of Property

Management in Receiving and Issuance of Equipment and Supplies Procedure. This
covers activities from receiving equipment and supplies to updating of Property Card
and Acknowledgement Receipt of Equipment, and providing IIRUP to Accounting for
recording in Books of Accounts.

5.44.3 DEFINITION OF TERMS

5.44.3.1 Acknowledgment Receipt of Equipment (ARE)- This is the

Acknowledgement receipt form of equipment which shall be signed and dated by the
designated Property Officer and the Recipient of the property .

5.44.3.2 Inspection and Inventory Report of Unserviceable Property (IIRUP)

– it is the form used for proper disposal of certain unserviceable property, plants and
equipment .

5.44.3.3 Property Card – it is an individual record of Property, Plant &

Equipment that has its description, acquisition, transfer/disposal and other information
about the asset.

5.44.3.4 Stock Card - A form that records the status and availability of
common office supplies in the stockroom.

5.44.4 POLICY STATEMENTS

The following are the policies on Receiving and Issuance of Equipment and Supplies:
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5.44.4.1 New deliveries of common office supplies and/ or equipment must

be properly inspected and verified upon delivery by the inspection committee as to the
quantity and specifications.

5.44.4.2 Common office supplies for stock and issue will be on the custody of
the Property unit and will be issued only upon request of the different unit/ office.

5.44.4.3 Special office supplies and Equipment will be issued to its respective
end-users supported by the Acknowledgment Receipt for Equipment (ARE), Inventory
Custodian Slip (ICS) and / or Requisition and Issuance Slip (RIS).

5.44.4.4 The Property unit prepares and maintains a stock card for office
supplies and Property Card for Equipment.

5.44.4.5 Serviceable and unserviceable returned equipment should be placed

in their designated stockroom.

5.44.4.6 The Property unit prepares Inspection and Inventory Report of

Unserviceable Property (IIRUP) to be submitted to the DIR-FAS & ADG –GASO for
recommendation and to the NSC-Director General for approval.

5.44.4.7 Approved Inspection and Inventory Report of Unserviceable

Property (IIRUP) will be endorsed to COA for verification of proper disposal.

5.44.4.8 Approved and verified IIRUP will be submitted to Accounting to

reconcile with the ledger.
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5.44.5 PROCEDURE DETAILS

RESPONSIBLE ACTIVITY INTERFACE

Staff Recipient

Staff NSSV

NSSV Property Management,

Supplies Custodians
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RESPONSIBLE ACTIVITY INTERFACE

Place in Stockroom of
Staff NSSV
Returned Properties

Update Property Card and

Acknowledgement Receipt of
Equipment

Place in Stockroom of
Staff NSSV
Disposal

Staff Prepare inspection and NSSV

Inventory Report of
Unserviceable Properties

Submit to DIR FAS, ADG

NSSV DIR FAS, ADG GASO,
GASO, NSCDG for approval
NSCDG

Submit to COA the

NSSV approved IIRUP to verify COA

Staff Dispose property NSSV

Provide IIRUP to Accounting for

Recording in Books of Accounts
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5.44.6 REFERENCES AND RECORDS

5.44.6.1 Purchase Requests and Food Requests

5.44.6.2 Annual Procurement Plan

5.44.6.3 Abstract of Canvass and Purchase Order