CORPORATE POLICY 2-3-2 - ASSETS
MANAGEMENT QUESTIONNAIRE
Employee Name:________________________
Pursuant to Policy 2-3-2 on Assets, the relocation of assets to sites off CBC/Radio-Canada premises must be authorized in writing
and supported by appropriate documentation. Managers/employees must ensure that adequate controls are in place to safeguard
such assets. Assets located off CBC/Radio-Canada premises must be physically verified at least once a year and copies of such lists
must be sent to Human Resources to ensure recovery if/when the employee leaves the Corporation. Accordingly Senior
Management is asked to complete the following questionnaire. If you have other goods or receive other services not described
herein, please add them to the list.
Assets off CBC/Radio-Canada Premises (must be tracked in SAP)
1.
Do you have any of the following CBC/Radio-Canada paid assets (at home or mobile)? List them on the chart below.
Type
Yes/No
Manufacturer
Model
Barcode
Asset description
Serial
number
Cost
centre
Plant
Television
Radio
Fax machine
Desktop Computer
Laptop Computer
Printer
Sirius Satellite
Receiver
CBC/Radio Canada
Car or Truck
Other
NOTE:
All assets must have an asset tag/bar code before submitting to Finance &
Administration. Please contact Finance & Administration if new asset tags/bar
codes are required before submitting report.
Mobile assets
2.
Do you use any of the following CBC/Radio-Canada paid assets?
Type
Cell Phone
Personal Digital Assistants
(PDAs) (i.e. palm pilots,
blackberries, etc)
Other
Yes/No
If yes, Describe
Serial number
Must be Tracked in
SAP Yes/No
No
No
No
Services
3.
Do you receive any services paid by CBC/Radio-Canada and not provided for in a written agreement with
CBC/Radio-Canada?
Type
Yes/No
If yes, Describe
Monthly cost
Must be Tracked in
SAP Yes/No
Cable Television
No
Satellite Television
No
Sirius Satellite Service
No
Personal Limo service
No
Telephone or Fax line
No
Other
No
Verifying with your direct reports
4.
Do you request/receive any similar reporting from your direct and indirect reports for the same kind of information.
Type
Yes/No
If yes Describe frequency
Indicate whether sent
to HR department
Yes/No
Direct reports
Their direct reports
NOTE:
It would be preferable to submit electronic copies to Finance & Administration
to allow for easier updating of SAP, however, hard copies are also acceptable.
Signature of CBC/Radio-Canada Employee/Manager/Supervisor/Officer
Date
CORPORATE POLICY 2-3-2 - ASSETS
PROCEDURES AND GUIDELINES
The following sections of Corporate Policy 2.3.2 – Assets – outline the procedures & guidelines and
roles and responsibilities pertaining to Assets off CBC premises.
4.5 ASSETS AND/OR SERVICES PAID BY THE CORPORATION LOCATED OFF CBC PREMISES
GUIDELINES – ACCEPTABLE USE OF THE CORPORATION’S ASSETS/PAID SERVICES
Operational requirements may require CBC staff to work off CBC premises and as such be
required to either work with and/or have access to CBC assets and/or paid services off CBC
premises.
This includes, but is not limited to, such assets/paid services as:

Personal Computers (PCs) including laptops, printers, etc.

Access to CBC systems (i.e. SAP, Intranet, etc.)

Access to Internet services

Access to non CBC systems/services (i.e. satellite and cable services)

Mobile communication devises (i.e. cell phones, satellite phones, etc.)

Personal Digital Assistants (PDAs) (i.e. palm pilots, blackberries or similar types of
equipment)

Vehicles

Other work tools/assets as approved by media/support Vice Presidents
It is the responsibility of individual managers to determine whether or not employees require
the use of and/or access to CBC assets and/or paid services located off CBC premises. The
following should be considered in making such decisions:

Is the employee required to work outside of normal business hours?

Is the employee required to travel on a regular basis for work?

Does the individual manager or other CBC staff need to reach the employee on short
notice and/or outside normal business hours?

Is the employee required to be on call?

Have special work-hour arrangements been previously agreed to for the employee?
It is the responsibility of individual managers to ensure that:

The Corporation’s assets and/or services paid by the Corporation are used by employees
primarily for CBC business

The relocation of such assets off CBC premises are authorized in advance in writing and
supported by appropriate documentation (a list of the individual assets, the asset bar
code, and the address of the off premises location)

Such assets are recovered from the employee when they leave the Corporation and that
paid services are cancelled

Adequate controls are in place to safeguard such assets.

All such assets and/or services paid by the Corporation under their area of responsibility
are inventoried and certified at least once a year

If they manage such assets in SAP, that such assets are identified in the designated
field as “OP”, which is the code to identify “Off Premises” assets

All other low value attractive assets, as per the lists approved by Senior Management
are managed and tracked in SAP – refer to list in Appendix D. (Note: it is the
responsibility of the individual managers and not Finance and Administration to
maintain input, update and delete the approved list of low value assets, however, if
managers provide Finance with an approved Write-Off/Disposal form and a list of low
value assets to be deleted, Finance will delete them.)

The documentation pertaining to the inventory is made available on request for audit
purposes

A permanent form of CBC identification (bar code or LVA asset tag) is inscribed on each
asset to identify it as CBC property

Finance and Administration is advised in a timely manner of all transfers, write-off,
trade-in, loss and disposal of all assets managed in SAP and located off CBC premises
Senior Management reporting directly to the President must complete an annual disclosure
form attesting to which assets, and/or services paid by the Corporation, which they use and/or
have access to off CBC premises, and to the control they exercise over their own management
for such assets within their components and submit such form to the VP & CFO who will ensure
that a copy is sent to Human Resources to be maintained in their files, and a copy to Finance
and Administration to update SAP.
Human Resources will ensure that such assets are recovered from the respective Senior
Manager and any services paid by the Corporation are cancelled when that manager leaves the
Corporation. When assets are recovered and services cancelled Human Resources will advise
local Finance and Administration who will update SAP accordingly.
It is the responsibility of each Vice Presidential component to ensure that all
employees under their area of responsibility complete the disclosure form and each
respective manager will be responsible for recovering such assets from employees
reporting to them when they leave the department and/or Corporation. With the
exception of the disclosure forms for Senior managers reporting directly to the
President, copies of all forms should be sent to the Senior Finance and
Administration Officers in their respective Network/Region/Location, who will
forward such copies to their respective Network Finance and Administration office in
order to update SAP.
15. BUSINESS RULES AND GUIDELINES - CAPITAL ASSETS
(Includes Assets off CBC Premises)

As a general rule, capital assets must be processed through Supply Management.
Purchases of Real Estate will be negotiated and processed by the Real Estate Division.

Supply Management and Shipping and Receiving departments will capture all the
information required to track, record and manage capital assets in SAP (i.e. make,
model, serial #, etc.). Shipping and Receiving will affix a bar code upon receipt of the
asset and update SAP

Standard descriptions for each class of assets must be used

It is the ultimate responsibility of managers to ensure that all the required information is
provided to Finance and Administration, including the assignment of the bar code if the
Purchasing or the Shipping and Receiving departments did not obtain it

Managers are responsible for the tracking and management of such assets under their
area of responsibility

Managers are responsible to ensure that capital assets are physically verified /
inventoried at least once every five years

The manager responsible must approve transfers, write-offs and disposals and process
them through Finance & Administration using electronic forms on the Intranet. Local
Finance & Administration should be copied on all correspondence on transfers and writeoffs, including assets on and off CBC premises
16.
BUSINESS RULES AND GUIDELINES - NON-CAPITAL - LOW VALUE ASSETS (LVA)
(Includes Assets off CBC Premises)

Media and Support management will establish lists of non-capital assets to be tracked
and managed by all managers under their area of responsibility in SAP (see Appendix
D). Where SAP is used to track and manage such assets, managers should be aware
that, if they input non-capital assets in SAP, they must also remove them when
required

In order to assist in the tracking and management of non-capital assets, managers
should use the Supply Management department in the purchase of such assets.
Managers will determine which low value assets will be bar coded, tracked and managed
and will advise Supply Management when they submit their “Request to Purchase”

Shipping and Receiving departments will endeavor to capture all the information
required to track, record and manage non-capital (attractive) assets in SAP (make,
model, serial #, etc.). However, it is the ultimate responsibility of managers to capture
all the required information if not obtained by Shipping and Receiving, including the
assignment of the bar code

With the exception of the assets listed in Appendix D and all assets located off CBC
premises, which must be physically verified annually, managers must physically verify
all other LVA assets at least once every five years.

Managers must control transfers and disposal of such assets. The electronic Transfers
and Write-off forms in Appendix E are also to be used for non-capital assets.