INTER-ENTITY ASSET SHARING & EQUIPMENT LOANS
While the Company operates in a collaborative environment with its affiliates, all physical assets are inventoried under separate legal entities. To ensure financial accountability and successful audits, the following protocols for inter-entity borrowing are strictly enforced.
The "Log-In, Log-Out" Requirement
All assets, regardless of value, must be formally logged before being transferred between entities. This applies to both high-value equipment (laptops, projector) and general office utilities (appliances, extension cords).
The Shared Asset Logbook: A central logbook managed by the Admin Officer serves as the "Source of Truth" for all transfers.
The Mandatory Witness: No item may be borrowed or returned in "secret." All transfers must be witnessed and initialed by a third party (Admin or a non-involved Staff member) to verify the item’s condition.
Mandatory Log Documentation
Every entry in the Inter-Entity Logbook must contain the following data points:
Item Identification: Description, brand, and serial number.
The Custodian: The specific individual taking personal responsibility for the item.
Business Purpose: Clear justification for the loan (e.g., "Field Event," "System Testing").
Condition Assessment: A documented note on the item’s state (e.g., "Functional/No visible damage").
Validation: Signature of the witness observing the physical transfer.
Standard of Care and Liability
The moment the custodian signs the logbook, the Responsibility of Care shifts entirely to that individual and their respective entity.
The "As-Found" Rule: Items must be returned in the exact condition they were received.
Loss or Damage: If an item is damaged or lost while in the custodian’s possession, the borrowing party is liable for the Full Repair or Replacement Cost. This amount may be subject to salary deduction if negligence is proven.
Sanitation (Shared Utilities): For kitchen or common-use appliances, items must be returned clean and dry. Failure to comply will result in a 48-hour "Suspension of Borrowing Privileges" for the offending party.
Return and Reconciliation Protocol
Final Inspection: An item is only legally "Returned" once it has been re-inspected by a witness and signed off in the logbook.
Timeliness: Field equipment must be returned within twenty-four (24) hours of the event's conclusion unless a term extension was pre-approved in writing.
NOTE:
"Borrowing is a Privilege, Not a Right"
Our audits are separate legal processes. If an item is lost without a signature, it is recorded as a financial loss for the home entity. No signature, no borrowing—no exceptions.