1. Kentucky County Treasurer’s Fundamentals Course
STATE /LOCAL FINANCE OFFICER REQUIREMENT
Kentucky County Treasurer’s
Fundamentals Course
Asset Inventory
Accounting Records and Procedures
February 18, 2019
Slide 1 of 14

2. Kentucky County Treasurer’s Fundamentals Course
Asset Inventory - Accounting Records and Procedures
For purposes of internal control, an asset inventory listing must be maintained for all asset purchases/donations above a reasonable dollar amount, and have a useful life of greater than one year.
The asset inventory listing should provide the following detail:
Property Tag number
February 18, 2019
Slide 2 of 14

3. Kentucky County Treasurer’s Fundamentals Course
Asset Inventory - Accounting Records and Procedures
For purposes of internal control, an asset inventory listing must be maintained for all asset purchases/donations above a reasonable dollar amount, and have a useful life of greater than one year.
The asset inventory listing should provide the following detail:
Asset description
February 18, 2019
Slide 3 of 14

4. Kentucky County Treasurer’s Fundamentals Course
Asset Inventory - Accounting Records and Procedures
For purposes of internal control, an asset inventory listing must be maintained for all asset purchases/donations above a reasonable dollar amount, and have a useful life of greater than one year.
The asset inventory listing should provide the following detail:
Serial number - if applicable
February 18, 2019
Slide 4 of 14

5. Kentucky County Treasurer’s Fundamentals Course
Asset Inventory - Accounting Records and Procedures
For purposes of internal control, an asset inventory listing must be maintained for all asset purchases/donations above a reasonable dollar amount, and have a useful life of greater than one year.
The asset inventory listing should provide the following detail:
Quantity - if applicable
February 18, 2019
Slide 5 of 14

6. Kentucky County Treasurer’s Fundamentals Course
Asset Inventory - Accounting Records and Procedures
For purposes of internal control, an asset inventory listing must be maintained for all asset purchases/donations above a reasonable dollar amount, and have a useful life of greater than one year.
The asset inventory listing should provide the following detail:
Cost (or FMV of donated asset at date of donation)
February 18, 2019
Slide 6 of 14

7. Kentucky County Treasurer’s Fundamentals Course
Asset Inventory - Accounting Records and Procedures
For purposes of internal control, an asset inventory listing must be maintained for all asset purchases/donations above a reasonable dollar amount, and have a useful life of greater than one year.
The asset inventory listing should provide the following detail:
Date of acquisition
February 18, 2019
Slide 7 of 14

8. Kentucky County Treasurer’s Fundamentals Course
Asset Inventory - Accounting Records and Procedures
For purposes of internal control, an asset inventory listing must be maintained for all asset purchases/donations above a reasonable dollar amount, and have a useful life of greater than one year.
The asset inventory listing should provide the following detail:
Date of disposal (track all disposals for entire fiscal year)
February 18, 2019
Slide 8 of 14

9. Kentucky County Treasurer’s Fundamentals Course
Asset Inventory - Accounting Records and Procedures
For purposes of internal control, an asset inventory listing must be maintained for all asset purchases/donations above a reasonable dollar amount, and have a useful life of greater than one year.
The asset inventory listing should provide the following detail:
Property location (by department, building & room number)
February 18, 2019
Slide 9 of 14

10. Kentucky County Treasurer’s Fundamentals Course
Asset Inventory - Accounting Records and Procedures
For purposes of internal control, an asset inventory listing must be maintained for all asset purchases/donations above a reasonable dollar amount, and have a useful life of greater than one year.
Please Note:
The Asset Inventory Listing will include assets reported on the Capital Asset Listing, with the exception of infrastructure assets.
February 18, 2019
Slide 10 of 14

11. Kentucky County Treasurer’s Fundamentals Course
Asset Inventory - Accounting Records and Procedures
Procedures: Record
For purposes of internal control, an asset inventory listing must be maintained for all asset purchases/donations above a reasonable dollar amount, and have a useful life of greater than one year.
An asset inventory record should be prepared for each asset acquisition above $100, and have a useful life of greater than one year. The asset inventory record must identify the asset (e.g. description, serial number), cost (or Fair Market Value of donated asset at date of donation), date acquired, date of disposal, fund charged, property location, manager or individual responsible and other information. A “Physical Property Record” or “Real Estate Record” must be completed for each asset.
February 18, 2019
Slide 11 of 14

12. Kentucky County Treasurer’s Fundamentals Course
Asset Inventory - Accounting Records and Procedures
Procedures: Inventory
For purposes of internal control, an asset inventory listing must be maintained for all asset purchases/donations above a reasonable dollar amount, and have a useful life of greater than one year.
An annual physical inventory of property and equipment shall be conducted on or before June 30. Physical counts must be compared to the master asset inventory listing. Resulting differences must be reconciled, explained, and documented.
February 18, 2019
Slide 12 of 14

13. Kentucky County Treasurer’s Fundamentals Course
Asset Inventory - Accounting Records and Procedures
Procedures: Updating
For purposes of internal control, an asset inventory listing must be maintained for all asset purchases/donations above a reasonable dollar amount, and have a useful life of greater than one year.
The asset inventory listing should be updated for all additions, disposals, and property location changes, etc. Authorization must be given to appropriate accounting personnel for asset record and asset inventory listing modifications.
February 18, 2019
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14. This is to certify that, on this day, FIRST LAST
Monday, February 18, 2019
FIRST LAST
Has successfully completed the
Kentucky County Treasurer’s Fundamentals Course
Asset Inventory - Accounting Records and Procedures
Tammy Robertson
K.A.C.T.F.O. President