FRONT OFFICE AND HR DEPARTMENT

EXISTING FLOWCHART - ACQUISITION & MAINTENANCE

PREARE Prepare 2
1 COPY copies of
OF RIS Approved
RIS The requesting clerk prepares one copy of the
RIS and then have it noted and signed by the
manager.
RIS 1 APPROVED The signed RIS is then sent to the Dean for
RIS 1 approval. Two copies of the approved RIS
APPROVED
should then be sent to the purchasing
RIS 2
department.
Manager After receiving the supplies inventory, the RIS
signs RIS should then be kept on a permanent file and
Purchasing Dept Staff recorded to the RIS logbook for requisitions
and charged slips.

SIGNED
RIS 1 APPROVED
RIS 1

DEAN
APPROVES
AND SIGNS
F RECORD TO
RIS
THE RIS
LOGBOOK
APPROVED RIS
1
RECOMMENDED FLOWCHART

The requesting or inventory clerk prepares

one copy of the RIS and sends RIS to the
Manager for review and approval.
Manager should maintain a Summary of
Current Stock in which the standards for
requisition should be based.
The signed RIS should be presented to the
Dean for approval. Two copies of the
approved RIS should then be sent to the
purchasing department.
After receiving the items requested with the
approved RIS from the Purchasing, the
manager should then check the accuracy and
quality of the items received and updates the
Summary of Current Stock.
The approved RIS should then be recorded by
the clerk to the separate RIS logbook for
supplies inventory only. The RIS should be
recorded in accordance with the sequence or
series number. Then, the RIS should be kept
in a permanent file.
FRONT OFFICE AND HR DEPARTMENT
RECOMMENDED FLOWCHART FOR DISPOSAL

The Operations Manager or the person

assigned for the custody and maintenance of
equipment should maintain a database
subsidiary ledger for all equipment, in which
all usage and relevant records should be
indicated.
Based on the Universitys disposal policy and
procedures, the manager or person assigned
should make a Depreciation Report and a
Disposal Report which includes information
that equipment needs to be disposed. It can
be due to irreparable damage, thief, or if it is
fully depreciated.
Depreciation and Disposal Report should then
be sent to the Accounting department for
approval and review
Once approved, the accounting department
updates the assets general ledger and sends
an approved Disposal report back to the user
department.
The user department should then update the
equipment subsidiary ledger and should keep
the disposal report in a permanent file.