NOTICES
Monday March 03, 2008

GENERAL INFORMATION

It is the Health Center's institutional responsibility to provide for a secure environment, a minimal level of insurance to protect against unforeseen events, and an inventory system that is centrally supported to assist the department with the equipment accounting process. Inventory System is defined as the resulting network that is formed by administratively interacting with all functional areas of the Health Center for the purpose of communicating and recording the various property transactions that occur during the course of normal operations. The records that are created are audited periodically and reports of the findings are generated and distributed within the network.

In addition, with the assistance of the Accounting Department, Inventory Control updates a data file of land, buildings, fixed equipment and space for the purpose of complying with the annual State Comptroller's Report of all Personal Property. This report is mandated by Section 4-36 of the Connecticut General Statutes and must be completed on or before August 1 of each year.

Inventory control is also instrumental to the Health Center's commitment to HIPAA Security Compliance. All equipment containing ePHI is considered “controlled equipment”, regardless of the cost of that equipment.  Inventory Control will provide management reports (based on the Equipment Inventory and Surplus Property Data File) of all non-medical equipment containing ePHI, while Clinical Engineering will handle all medical equipment reporting. Inventory Control and Clinical Engineering are responsible for the secure handling and processing of inventoried equipment containing ePHI by distributing procedures and forms to all departments to record inventory changes.  Inventory forms are located in Appendix C of this Manual.

The specific responsibilities which must be maintained by Inventory Control are:

• Update the equipment inventory data file

• Reconcile the equipment inventory data file to expenditure information as required by State Auditors

• Conduct physical inventories as required

• New Acquisition Control (tag and inventory)

• Loss Reporting

• See the UCHC Inventory Control Manual for Further Information

• State Property Manual  (Current)

From: Simmons,Marc
Sent: Friday, June 16, 2006 9:30 AM
To: Materials Management & Finance
Subject: New State Property Manual

The Office of the State Comptroller is pleased to present this revised version of the State Property Control Manual.  This edition is called an "exposure draft".  The Federal government often uses exposure drafts to test new policies.  Under this concept, the procedures contained in this manual become effective today on an interim basis.  State agencies will live under and evaluate the new set of rules for a period of six months.