Inventory & Property Control

The Receiving Department is responsible for the recording of all equipment that is purchased and received by Glendale Community College. The department ensures that all capital and non-capital equipment and goods are accounted for and appropriate records are maintained in compliance with Maricopa Community Colleges, State, and Federal regulations. The department maintains and safeguards the campus assets through:

  • Proper tagging of all equipment and goods that are received on campus.
  • Maintaining records of all tagged equipment in the College Financial System (CFS). There are three types of tags: copper, silver for capital assets and yellow for non-capital equipment. For detailed information regarding the difference between capital vs. non-capital equipment, please refer to the MCCCD Capitalization website
  • Conducting an annual inventory of all capital assets. Results are later compared to the data from the Fixed Asset System that is maintained by the District Capital Asset Accounting department.
  • Providing guidance to campus personnel on issues pertaining to the approved administrative rules and regulations for accurate and timely property control practices and procedures such as:
    • Surplus Property.
    • Tagging & Inventory.
    • Donations.
    • Equipment/Furniture Moves.

Surplus Property

When an item is identified as surplus, the college notifies the District Surplus Management office for the purpose of internal redeployment. The following process is established to ensure compliance with approved administrative rules and regulations:

  • Contact John Mateo in the Receiving Department at (623) 845-3593.
  • Obtain a Property/Transfer Disposal Form (.pdf).
  • Return the Transfer/Disposal Form to John Mateo once completed and signed.
  • The item is picked up and sent to the District Surplus Management Office.

Tagging & Inventory

  • The tagging of assets begins when the goods are delivered to the Receiving Dock.  If assets are received directly by the department, then it is the department's responsibility to notify the Receiving Dock.
  • The Property/Receiving Technician verifies the shipment by counting the items delivered and comparing them to the total count appearing on the packing slip.
  • Once the items are verified, tag numbers are issued according to the value and the category of goods received.
  • The tagged information is input into a department-maintained tag database.
  • The information on each tag is linked to the description of the item, category, building, room number, account code, and dollar amount.
  • This information is also entered into CFS and used for safeguarding assets by the District Capital Asset Accounting department.
  • The accuracy of the work at both ends (campus Property Control Department/Receiving and District Office) ensures a minimum of inventory discrepancy.

Equipment/Furniture Moves

  • In order to move technology equipment, please file a Helpdesk request.
  • In order to move furniture from one location to another, please submit a Work Order Request. MCCCD Property Tag numbers need to be notated on the Work Order Request if furniture is tagged.

Additional Information

For information regarding other property control functions such as equipment checkout policy and forms, disposal of library books, etc., please visit the MCCCD Capital Asset Accounting website