Asset Management

About

The Office of Asset Management is to effectively manage equipment and vehicle assets required to support departmental objectives within Union County Government.

The intended scope is to inventory County assets which will be subject to its jurisdiction; maintain a centralized data base wherein assets will be inventoried; provide a mechanism for identification of assets and their location within the County.

Also, account for additions and subtractions to County assets in order to prevent loss. Union County Government personnel/ point person(s) will identify, plan, order, store and handle assets and equipment for their Division/Bureau within the County of Union.

Contact

Cole Carson
ccarson@ucnj.org
908-527-4374

Procedures

Upon receipt of the item(s), the using Division/Bureau shall send, via email or interoffice, a copy of the following:

  1. Packing Slip
  2. Signed Voucher
  3. Invoice(s) – (See next section for Invoice detail)
  4. If serial numbers are not included on the packing slip(s) or invoice(s), a spreadsheet of the serial numbers of the item(s) must be completed
  5. Location or assignment of the item. (Person Assigned To/Division/Bureau)
  6. Quotes should be accompanied by “Final Invoices” in the backup

Upon receipt of the aforementioned information, the Office of Asset Management shall add the asset information into a centralized database.

Once completed, the Office of Asset Management will send via Inter-office mail the actual County Tags back to the sending Person/Division/Dept.  It is then the responsibility of that Person/Division/Dept. to have the tags applied to each item appropriately.  It will clearly state which(Tag #’s) are to be matched up with the corresponding serial #/item #, description etc.

If there are any questions please contact Cole Carson at ccarson@ucnj.org or call 908-527-4374.

Invoice Breakdown

  • All Invoices need to show a complete breakdown of the price of each piece of equipment purchased.
  • Actual Cost of Piece of Equipment
  • Installation/Labor Cost
  • Shipping & Handling
  • If the breakdown isn’t clear Asset Management will use judgement on how to price out the item in the inventory database.

Sample list of Assets to be recorded (but not limited to)

  • Power tools (Where Asset Management deems as necessary)
  • Desk office phones (Where Asset Management deems as necessary)
  • Telephone and Communication Systems (All-In-One)
  • Appliances
  • Mailroom Equipment
  • Technology (Hardware equipment)
  • Networking devices i.e. – servers
  • Handheld Radios & Base Stations
  • Audio Visual Equipment (in some cases Entire system all in one)
  • Copiers – County Owned
  • Detection equipment
  • Air Quality equipment
  • Emergency Management Equipment
  • Vehicles
  • Trailers
  • Portable bleachers
  • Carts
  • Lighting Towers
  • Camera System (Not Security Cameras which would fall under Buildings & Land)
  • All equipment covered under NJSA 40A:11-5(g) The acquisition, subject to prior approval of the Attorney General of special equipment for confidential investigation; shall be maintained by the respective departments
  • Upon review of questionable low cost items to be tagged, Asset management can make the decision to tag accordingly or deny it from having to be tagged