Equipment Issuance Procedure:

Objective:
The equipment issuance procedure outlines the steps to be followed when issuing equipment
to employees within an organization. This procedure ensures accurate tracking,
accountability, and efficient management of company-owned equipment while promoting
employee responsibility and proper usage.

Procedure:

1. Equipment Inventory Management:

a. Maintain an up-to-date inventory of company-owned equipment, including details such
as equipment type, serial numbers, and assigned employee(s).
b. Regularly review and update the inventory to reflect any additions, disposals, or
transfers of equipment.

2. Equipment Request Process:

a. An equipment request form must be submitted by an employee.
b. Clearly communicate the requirements, procedures, and any limitations associated with
equipment requests to employees.

3. Authorization and Approval:

a. Eric and Chris will be responsible for authorizing and approving equipment requests.
b. Ensure that equipment requests are reviewed and approved based on budgetary
constraints, and operational needs.

4. Equipment Assignment:
a. Identify the specific equipment to be issued based on the approved request.
b. Prepare the necessary documentation, such as an equipment issuance form, outlining the
details of the equipment being assigned, including its condition, serial number, and any
accessories.
c. Have the employee acknowledge receipt of the equipment by signing the equipment
issuance form.

5. Equipment Condition and Functionality:

a. Prior to issuance, inspect the equipment to ensure it is in proper working condition and
free from any defects or damages.
b. Document the equipment's condition on the issuance form, noting any pre-existing
issues or deficiencies.
c. Provide instructions or training to the employee on how to properly use, handle, and
maintain the assigned equipment.

6. Record Keeping:
a. Maintain accurate records of equipment assignments, including the employee's name,
date of issuance, equipment details, and any relevant notes or comments.
b. Update the inventory records to reflect the assigned equipment and its current status.

7. Equipment Return Process:

a. Upon the return of the equipment by an employee to the operations manager.
b. An equipment return form will be completed by the employee returning the equipment.
8. Equipment Condition Assessment:
a. Inspect the returned equipment to assess its condition and functionality.
b. Compare the condition of the equipment to its initial condition at the time of issuance,
noting any damages or excessive wear and tear.

9. Employee Responsibilities and Accountability:

a. Clearly communicate to employees their responsibilities regarding the proper care,
usage, and security of assigned equipment.
b. Emphasize the importance of reporting any damages, loss, or theft of equipment
promptly.