Nonprofit Equipment Maintenance and Inventory Management
Equipment maintenance prevents costly breakdowns and ensures program continuity. Grant-funded equipment tracking is a compliance requirement under OMB Uniform Guidance. This quarterly audit covers maintenance needs and asset inventory accuracy.
- Industry: Nonprofit
- Frequency: Quarterly
- Estimated Time: 2-3 hours
- Role: Operations Manager
- Total Items: 26
Asset Inventory
Verify asset inventory is current.
- Equipment inventory list current with all capital assets over $5,000 (or organizational threshold)?
- All grant-funded equipment tagged with grant source information?
- Physical inventory conducted matching records to actual assets?
- Equipment locations updated in inventory for moved or reassigned items?
IT Equipment
Review IT equipment condition and security.
- All computers running current operating systems with security patches?
- Data backup systems functioning and tested?
- Equipment approaching end-of-life identified for replacement planning?
- Data securely wiped from disposed equipment before disposal?
- Printers, copiers, and shared equipment maintained per manufacturer schedule?
Office and Program Equipment
Review general office and program equipment.
- Equipment service contracts current for major equipment?
- Preventive maintenance schedule followed for all major equipment?
- Staff trained on proper equipment operation and maintenance?
- Safety guards and precautions in place for program equipment?
Vehicle Management
Review organizational vehicles.
- All organizational vehicles on scheduled maintenance program?
- Vehicle registrations and inspections current?
- Vehicle insurance current and coverage appropriate?
- Only authorized drivers using organizational vehicles?
Grant Equipment Compliance
Verify grant equipment compliance.
- Grant-funded equipment used only for authorized grant purposes?
- No unauthorized transfer of grant-funded equipment?
- Equipment disposition requirements reviewed for grants ending within 12 months?
- Grant-funded equipment insured per grant requirements?
Maintenance Budget and Planning
Plan maintenance budget.
- Annual maintenance budget adequate for scheduled maintenance?
- Equipment replacement reserve or plan in place?
- Warranty information tracked for all major equipment?
- Multi-year capital and equipment replacement plan in place?
- Established vendor relationships for equipment service and repair?
Related Nonprofit Checklists
- Nonprofit Facility Lease Compliance and Space Management
- Nonprofit Technology and Data Security Annual Review
- Nonprofit Crisis Management and Continuity Planning
- Nonprofit Facility ADA Accessibility and Inclusion Compliance
- Food Bank Donation Intake and Inspection Checklist
- Food Bank Client Distribution Day Operations
- Food Bank Warehouse Storage Safety Inspection
- Nonprofit Youth Program Safety and Child Protection Checklist
Related Facility Operations Checklists
- Nonprofit Office Safety and Facilities Inspection - FREE Download
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Why Use This Nonprofit Equipment Maintenance and Inventory Management?
This nonprofit equipment maintenance and inventory management helps nonprofit teams maintain compliance and operational excellence. Designed for operations manager professionals, this checklist covers 26 critical inspection points across 6 sections. Recommended frequency: quarterly.
Frequently Asked Questions
What does the Nonprofit Equipment Maintenance and Inventory Management cover?
This checklist covers 26 inspection items across 6 sections: Asset Inventory, IT Equipment, Office and Program Equipment, Vehicle Management, Grant Equipment Compliance, Maintenance Budget and Planning. It is designed for nonprofit operations and compliance.
How often should this checklist be completed?
This checklist should be completed quarterly. Each completion takes approximately 2-3 hours.
Who should use this Nonprofit Equipment Maintenance and Inventory Management?
This checklist is designed for Operations Manager professionals in the nonprofit industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.