Moveable Property Tagging Policy

Effective Date: April 1, 2024

I. POLICY

As per RS 39:15.3, the Office of Technology Services (OTS) shall establish and coordinate all information technology systems and services affecting the management and operations of the executive branch agencies of state government.

II. PURPOSE

The purpose of this policy is to set forth guidelines and explain the requirements for the tagging of technology moveable property inventory once procured, or approved, by OTS. This does not include leased technology equipment, or any equipment provided through OTS lines of service.

III. APPLICABILITY

This policy shall apply to all executive branch agencies of Louisiana state government.

IV. PROCEDURE

Newly procured moveable property with a value of $5,000 or more, also known as capital assets, will be acquired directly by the respective agency. The Agency Relationship Manager (ARM) will assist the customer agency with obtaining a quote and approval for the purchase. As part of the procurement process in the Statewide Procurement System (SRM), the workflow requires OTS approval based on the IT commodity code entered at the time of purchase. Once the acquisition is complete, the procuring agency is responsible for initiating the creation of an Asset Master Record (AMR) and a Notification Record (M5). Within 60 days of receiving the asset, the procuring agency is required to affix a property tag, as per Louisiana Administrative Code Title 34.VII. These assets will be owned, depreciated, and tracked by the procuring customer agency.

IT Commodity Class Codes Required for IT Moveable Property Purchases over $5,000 in SRM:

Assets that are newly procured and valued at $1,000.00 to $4,999.99 will be acquired by OTS on behalf of the requesting agency. The ownership of these assets will belong to the customer agency, which will be responsible for the tagging and tracking. In accordance with Louisiana Administrative Code Title 34.VII, a property tag must be affixed to the asset within 60 days of receipt for items $1,000 and over. OTS is requiring all executive branch state agencies to have all tagging completed within 30 days of receipt.

All relevant information, such as the OTS purchase order number and serial number, must be entered into the M5 notification. The respective agency property contact will be sent an Ivanti email notification once the items has been received by OTS. OTS will provide a report of outstanding untagged procurements, along with the monthly invoice, to ensure that these assets are tagged by the respective customer agency property staff.

Existing assets on OTS’s inventory will be transferred back to the customer agency. Regardless of original cost, assets that were procured prior to April 1, 2024 through OTS and tagged on inventory by OTS will be transferred back to the respective customer agency.

V. Responsibility

It is the responsibility of OTS and the customer agency to follow all guidelines of the Louisiana Administrative Code Title 34, Part VII as it pertains to Property Control. The respective customer agency will be responsible for tagging all movable IT equipment excluding leased technology equipment, or any equipment provided through OTS lines of service.

VI. REFERENCE INFORMATION

Office of Technology Services Property Section email: OTS.Property@la.gov. All policy updates can be located on the OTS website under the policy section.