Inventory Services The University of Texas at Austin.
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Transcript of Inventory Services The University of Texas at Austin.
![Page 1: Inventory Services The University of Texas at Austin.](https://reader031.fdocuments.us/reader031/viewer/2022013012/56649f285503460f94c401aa/html5/thumbnails/1.jpg)
Inventory Services
The University of Texas at Austin
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• Office of the State Comptroller—Mandates state agencies to perform and report annual inventories.
• Department/Division Heads—Responsible for day-to-day care of property in their respective departments/colleges.
• Inventory Contacts—Appointed to assist with the daily care of property within their departments
• University Property Manager—Responsible for the accountability of all property in possession of the university
• Inventory Staff—Records, tracks, reconciles, and reports inventory results to the State Comptroller.
Roles & Responsibilities
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Inventory Services Overview
• Maintain equipment inventory records on shared mainframe database.
• Locate and tag university equipment as it is purchased and received by departments.
• Enter tagging data provided by self-tagging departments into *DEFINE.
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Inventory Services Overview
• Conduct and monitor the annual physical inventory cycle and audit those reports submitted by the university departments.
• Provide inventory information and reference resources to department personnel.
• Report and reconcile inventory records and values to both the Annual Financial Report Schedules and the State Property Accounting record reports.
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Inventory Deadlines
• Equipment meeting current thresholds must be tagged within 30 days of receipt.
• On average, about 75 to 100 items will post on a daily basis to the Inventory additions screen (NU1).
• Annual Physical Inventory Reports must be audited by Aug. 31. Inventory submits a certification to State Property Accounting (SPA).
• AFR *DEFINE reconciliation to SPA system is due by Nov. 1.
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Items Tagged and Tracked by Inventory Services:
• Capitalized Assets: Assets where the purchased value is equal to or greater than $5,000.
• Controlled Assets: Assets where the purchased value is between $500 and $4,999.99 and falls under a special category designated by the state.
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Inventory Totals
• Over 75,000 items
• Capitalized items worth over $970 million
• Controlled items worth over $100 million
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Tagging Process
1. The department prepares a payment document and assigns the item(s) an inventory object code.
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Tagging Process
Inventory tagging:• Inventory Services prints
PO info from Point Plus.
• A tagging representative arranges to meet the inventory contact to tag the items as soon as they are received.
Department tagging:• Departmental inventory
contact tags items as they arrive.
• The contact submits a monthly report that contains all of the information needed to enter into the system.
or2.
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Tagging Process
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Tagging Process
3. Purchases appear on NU1 after they have been paid.
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Tagging Process
4. Inventory personnel use tagging information provided by department or tagging representative to move the items from the NU1 screen to NV1.
NU1
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Tagging ProcessNU1
Complete!
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Annual Inventory
• Departments are assigned to approximately six cycles beginning in December and ending in May.
• Departments with fewer than 50 items complete their inventories manually.
• Scanners are loaned to departments based on their inventory cycles.
• After updating the inventory records, departments complete their certifications and submit along with a report of their inventories.
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NETL• Departments submit MAC address and inventory number
information for their computers.
• MAC address information is updated in the system by Inventory Services.
• Each month, NETL locates all MAC addresses attached to the network that have information in the inventory system and updates all inventory records.
• Departments with large numbers of computers have significant time saved by having computers automatically located.
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Transferring Items Within the University
• The department uses the CCART system to create a transfer (NT1) document.
• Ownership on university-owned items can be transferred to another department or to Surplus.
• Federally and privately-owned items have special requirements and cannot be transferred using the CCART.
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UID Implementation
• New Tracking procedures are required for items purchased with Department of Defense funds.
• Items must be issued unique identifying numbers, 2D barcodes, and entered into the Department of Defense database.
• Inventory Services is developing implementation plan in order to be in compliance with new Department of Defense regulations.
• Do any other institutions have Implementation Plans?
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Questions/Discussion