Subject: Elimination of the Pc-2 Form for Asset Transfers

MEMORANDUM

TO:HISD PRINCIPALS/ADMINISTRATORS/MANAGERS

FROM:FIXED ASSETS ACCOUNTING

DATE: 12/2/2015

SUBJECT: ELIMINATION OF THE PC-2 FORM FOR ASSET TRANSFERS

OVERVIEW:

Effective December 9, 2015, the PC-2 Form is no longer valid for HISD asset and equipment transfers. All asset tracking and physical property moves will be processed through the District’s inventory management system, TIPWeb-IT. TIPWeb-IT will be the only means to obtain an inventory report, schedule equipment transfers and removals by Furniture Services, and will be used to conduct the annual inventory audit. Please refer to the Finance Procedures Manual Section 700 – Fixed Assets.

As a result, all campuses and departments are required to have a minimum of three (3) support staff, in addition to the Principal/Manager, as a trained and authorized user of TIPWeb-IT. Please refer to the Fixed Assets Department Overview.

CHANGE TO THE CURRENT PROCESS:

The PC-2 Form will be replaced by utilizing the TIPWEB-IT transfer feature to schedule and update the physical location of HISD equipment. Authorized TIPWeb-IT users should refer to the training manual for instructions to initiate/receive a site transfer. There are two (2)types of transfers:

1.Site to Site Transfer– transfer from a school/department to another school/department

1. Site to Site Transfers automatically updates the inventory or location of the asset once the process is complete.
2. Site to Site Transfers that require a Furniture Services truck to complete the physical movement of the equipment MUST send an email with the TIPWeb-IT Transfer number to: .

2.Site to Warehouse – transfer from a school/department to the Furniture Services Warehouse.

1. Site to Warehouse Transfers automatically update the inventory or location of the asset once the process is complete.
2. TIPWeb-IT automatically routes the transfer to Furniture Services to schedule the pick up or delivery.

ACTION REQUIRED:

1. Designate authorized TIPWeb-IT users and submit the authorization form to Fixed Assets Accounting Department.
2. All users must complete the TIPWeb-IT Training Course by January 29, 2015.
3. New users - Complete the Online TIPWeb-IT Training . Please follow the link to the Fixed Assets SharePoint Site. Be advised the course content can only be accessed on the HISD network.
4. Current users- Please refer to the TIPWeb-IT Training Manual for instructions to initiate/receive a Site Transfer and the Quick Reference Guide.

WHO TO CONTACT:

Please contact Fixed Assets Accounting for questions regarding access to TIPWeb-IT or inventory:

Phone: 713-556-6506

Please contact Furniture Services for inquiries regarding equipment pickup and delivery scheduling:

Phone: 713-676-9230