Section 5010

Section 5010.310 Transaction Codes

a) The following code numbers shall be used to record a transaction which adds equipment to an agency's inventory.

Code	Description of Transaction
01	Acquired new
03	Received on transfer
09	Adjust inventory
10	Omitted from inventory
11	Purchased on installment basis

b) The following code numbers shall be used to record a transaction which removes equipment from an agency's inventory. Code number 20 shall cause a piece of equipment to be removed from the agency's inventory, adjusted, and then replaced on the agency's inventory.

Code	Description of Transaction
20	Adjustment-Additions
22	Adjustments-Deletions
23	Demolition (buildings)
24	Not Located
25	Stolen
26	Scrapped
27	Cannibalize for parts
28	Scrap Pile
30	Slaughtered for Food
31	Correctional Industries
32	Sold
34	Trade-In
36	Transferred-Within assigned agency
38	Transferred-Outside of agency
40	Surplus Warehouse

c) The following documentation will be required for certain deletions from an agency inventory:

Code	Transaction Description	Documentation
22	Adjustment-Deletion	Memorandum detailing reasons for deletion from inventory
23	Demolition	Copy of CMS authorization to demolish structure
24	Not located	Copy of internal investigation detailing efforts made to locate missing item and/or copy of police report.
25	Stolen	Copy of police report
26	Scrapped	Copy of CMS authorization to scrap on-site
27	Cannibalize	Copy of CMS authorization to cannibalize for parts
28	Scrap Pile	Copy of CMS authorization to scrap on-site
31	Correctional Industries	Copy of signed receipt by Correctional Industries Superintendent
32	Sold	Copy of CMS authorization to sell
34	Trade-in	Copy of CMS authorization to trade
40	Transferable Property	Copy of signed receipt for property delivered to or picked up by CMS warehouse personnel

d) All agencies, boards, commissions and universities must furnish to the Property Control Division, on a monthly basis, a detailed listing of inventory deletions, by transaction code, to include the following information: tag number, description, purchase price and purchase date. Documentation supporting each deletion shall be maintained in agency files. CMS Property Control Division shall have the right to review agency files upon request.

e) All deletions from agency property records except codes 36-38 must be approved by the Property Control Division prior to completing the transaction.

(Source: Amended at 12 Ill. Reg. 10671, effective June 14, 1988)