State and Federal Programs » Equipment Inventory

Equipment Inventory

Equipment/Inventory Management

of items purchased with Federal Funds


  1. LEAs must maintain documentation to substantiate that all equipment purchases are reasonable, necessary, and allowable in accordance with federal, state and program requirements. 

(2 CFR Section 200.313 and 200.403-409; California Education Code (Ed Code) Section 35168; and CARES Act)

  1. The LEA must conduct a physical inventory of the property and the results must be reconciled with the property records at least once every two years.

(2 CFR Section 200.313[d][2]; CSAM Procedure 410) 

  1. During an FPM review: once the complete General Ledger has been provided, the reviewer will select a sample of invoices for review. Invoices should be itemized to identify exactly what was purchased and how the expenditure benefited the program.


4300 Supplies -$499 or less per unit- consumable materials, food items, periodicals, etc. 

4400 Equipment -$500-$14,999- computers, scanners, etc. 

(Any item $5,000 or more requires pre approval from CDE)

6400 Equipment-Capital Expenditures - $15,000 or more

Technology Supply Hub (In-house): Items that cost less than $500 per unit.

For items that are less than $500 per unit, but are significant technological items and/or considered permanent. Usually  technology or musical items.

BCSD Process:

  • Federal Program Plan (SPSA for schools) includes need and purpose of technology
  • Smartetools Requisition with itemized description and comments on how the expenditure will benefit the program
  • Upon receipt of the items, school will:
    • Add to Federal Programs Technology Supply Hub
    • New for 21/22
      • Create a label with the following information and adhere to the technology device.

Property of Bakersfield City School District

Federally Funded Program: Title I 

School: Casa Loma

Purchase/Delivery Date: 3/6/21

Serial #: 

Audits findings applied to equipment ruled that setting the threshold at $500 was too high for: 

– Significant Technological Items 

– Easily Pilferable Items 

– Highly Walkables

Note: When in doubt, track it.

Federal Programs Technology Supply Hub in google

Assets to track:

  • Chromebooks
  • Document Camera
  • Kindle
  • ipads
  • 2nd Monitor 
  • Musical Instruments
  • Teacher podium

Equipment Inventory: Items with an acquisition cost of $500 or more per unit.

BCSD Process:

State & Federal Programs

  • SFP trains, shares and collects equipment inventory with schools to review and update at least every other year.


  • Federal Program Plan/SPSA includes need and purpose of technology
  • School/Department enter equipment requisition into smartetools
    • Requisition should be itemized to identify exactly what was purchased Comments describe how the expenditure benefits the program
  • School does fiscal check of equipment inventory at least every other year
  • Principal Completes affirmation of physical check
  • Discards: school/department completes google discard form


  • Warehouse shares EQUIPMENT requisitions with fiscal 
  • Warehouse Tags item upon receipt when shipped directly to Ed Center warehouse. 
  • Warehouse visits various sites to tag and locate items when shipped directly to school sites and satellite offices. 
  • Documents sent to Fiscal services to update asset inventory records. 

Asset Tagging Process:

Items delivered to Warehouse

1.    Assets received by storekeepers

2.    Asset tags placed on unit and number is written on PO for the asset

3.    Receiving copy of the PO is provided to Warehouse, Buyer 1 to receive the item electronically and enter asset tag information. Primarily XIT.

4.  Purchasing forwards PO copies, invoice, packing slips to AP for payment processing


Items delivered directly to School Sites/Satellite Offices

1.    Orders are checked in by site staff

2.    Receiving copies of the PO are returned to Purchasing

3.    Purchasing receives items electronically

4.    Purchasing forwards PO copies, invoice, packing slips to AP for payment processing

5.    Warehouse runs a report in Smarte which lists all assets not assigned asset tag numbers

6.    Storekeepers visit school sites to locate, tag, and record asset tag numbers on spreadsheets.

7.Data is compiled on spreadsheet and shared with AP for asset information entry


  • Fiscal updates equipment inventories throughout the year based on purchase orders, and a formal update after school does physical check of inventory.
  • Fiscal sends email to school sites to confirm with signature discard details. Signed email is emailed to fiscal.

FPM Program Instrument:

1.1 The LEA must establish and maintain a historical inventory system for equipment with an acquisition cost of $500 or more per unit, which contains the: 

(a)    Type/description

(b)    Model/name

(c)    Serial/identification number

(d)    Funding source and Federal Award Identification Number

(e)    Who holds title

(f)     Acquisition date

(g)    Original Cost

(h)    Percentage of Federal participation in the project costs for the Federal award under which the property was acquired

(i)      Location

(j)      Use and current condition

(k)    Transfer, replacement, or disposition of obsolete or unusable equipment

(l)      Any ultimate disposition data, including the date of disposal and sale price or method used to determine current fair market value

(EC Section 35168; 2 CFR Section 200.313[d]; CSAM Procedure 410)

Equipment that exceeds $5000 per unit & Capital Expenditures: Items that exceed $15,000 per unit cost.

BCSD process:

    • School/Department work with purchasing for bid/quote.
  • All bids/quotes must be kept on file for FPM purposes

  • Must obtain prior written approval from CDE.

  • Follow steps for Equipment Inventory above.

The LEA must obtain prior written approval from CDE in order for capital expenditures to be allowable. (2 CFR 200.1 and 2 CFR 200.439)

Title I request form:

Capital expenditures must be included on equipment inventory.