Assets Report - Instructions and Submission Checklist - please print and read carefully

Instructions for Inventory Reporting

Inventory list

In this worksheet you provide a report of non expendable equipment purchased

under the grant agreement. This report is submitted together with the annual and
final financial report.

1. Project information:

Fill in as required as per the agreement (blue)

2. Asset information:

Report the total of acquired equipment above 500USD. Please note that you are
responsible to manage and safeguard all other equipment below the value of 500USD as
well, but you do not need to report on it. The Operational Guidelines require a 2-yearly
physical verification on all assets and inventories purchased with LIFT funds. The auditors
may perform spotchecks on such physical verifications. Add or remove lines as required.

Category

choose from drop-down Menu. In case you add more lines copy the format of this cell into
the new lines.

Description

Provide the details e.g. brand name, model number

Serial number

Provide serial number if available

Value

Purchase costs (includes costs for delivery)

Location & Users:

Shows the user and office location where the equiment is being used

Acquisition Date:

Date when the asset was purchased

Status:

The status of the equipment for the reporting period of time (e.g. good, damaged, stolen,
lost, etc - choose from drop-down menu). In case you add more lines copy the format of
this cell into the new lines.

Tag number:

Shows the code/tag number of the asset in consistence with the previous yearly asset
report.

Proposed Recipient for asset transfer on project

closure (Only to be filled for Asset Transfer
Submission)

This only needs to be filled out at the end of the project. Please submit a written transfer
request letter together with this list to the Fund Manager 3 months before end of Project

Remarks:

fill in anything that needs special reporting

Signature / date

ensure the report is signed off and dated

Checklist for Inventory Report

Project information
List of equipment as of end of Reporting
Period:
Description & Serial No.
Location & Users
Acquisition date
Status
Tag number

YES / NO
Project information filled out ?
date is as of report end date?
does it as per the inventory information and consistence to the previous reporting for the
following reporting years?
does it say correctly?
date is correct as per the purchase of the inventory?
does it say the update status?
does the number say with sufficient information and consistence to the previous reporting for
the following reporting years?

Proposed recipient for asset transfer on

project closure
Certification

It is applicable for asset transfer submission. Does the recipient (or) location which intended
to transfer the asset say sufficiently?
Name of the signatory reflected?
Signed?
Dated?

Submission to LIFT

do you have a signed hard copy?

if you don't send a hard copy, but a scan, verify that the scan big enough to read?
do you have the Excel version for submission?
is it the same as the hard copy?
Check submission dates in your Grant agreement

Assets Report
Project Information:

Implementing Partner:
Memorandum of Agreement Number:
Project Title:
Contract Period:
Reporting Period:

DATE

1/14/2015

List of equipment as of (Insert date of end of Reporting Period)

No

Category (drop down

menu)

Description

Serial number

Value

Location & User

Acquisition
Date

Status (drop
down menu)

Tag Number

Proposed Recipient for asset transfer

on project closure (Only to be filled
for Asset Transfer Submission)

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26

27
28

29
30
31
32
33
34
35
36
37
38
39
40
add or remove lines

Remarks:

Name & Signature of Authorized Official (IP)

Title:
Date: ____________________

Suggested List of Categories under which to report

Inventory Items
Audio Visual
Camera
Projector
Accessories
Recorder
Television
Furniture
Chairs
File rack
Shelf
Sofa
Table
IT Equipment
Accessories
Computers
Laptop
Monitors
Printers
Scanner
Softwares
Storage device
Telephone exchange
UPS
Flash/thumb/external drive

Office Equipment
Air conditioners
Copiers
Mobile phone
Money safe
Vehicles
Motorcycles

Unit
No.
No.
No.
No.
No.

Qty

Total Acq Value

Total:

Total:

Total:

Total:

Total:

No.
No.
No.
No.
No.

No.
No.
No.
No.
No.
No.
No.
No.
No.
No.
No.

No.
No.
No.
No.

No.