Acquisition of Assets Purchase Orders & Procard Inventory Services The University of Texas at Austin

Objectives General Rules for Acquisition Tagging When to tag an equipment Various types of tags Request tagging service Self-tagging

General Rules for Acquisitions  Installation, freight, and transportation charges associated with acquiring capital assets must be included in the asset’s value  All modifications, attachments, and accessories necessary to render the assets usable for service must also be included in the asset’s value  Warranty costs and service agreement costs are not included in the asset’s value unless you are unable to separate them from the asset value on the purchase order or vendor invoice

Acquisition Tracking Reports  There are two reports that can be used to track acquisitions:  NU1- see what has already been paid for  PointPlus – details on purchase orders and what is being delivered  Even if you are not self-tagging check these reports on a regular basis to be certain that everything has been tagged  For detailed instructions on how to run an NU1 or PointPlus Report, refer to Tracking Assets - Helpful Tools trainingTracking Assets - Helpful Tools

When To Tag Equipment  U.S. Government-owned Property: Within 10 days  Capitalized/Controlled item: Within 30 days  If self-tag, please the self-tagging form to  If not self-tag, please report incoming items that need tagging by ing in a timely

Types of Tags

Type of Tags – Barcode Tag  Assets that meet the capitalized or controlled threshold need to have a barcode tag, unless identified with a “No Tag” indicator in DEFINE  Please to request tagging  Self-tagging – Send an to with the following information to request a new supply of barcode tags  Inventory Contact’s name  7-digit unit code  Department name  Estimated number of tags needed

Type of Tags – Blank Tag  Metal tags that contain the University’s seal without an inventory number  Identify university-expensed property that does not meet current thresholds  Help avoid confusion as to whether the asset was overlooked during the initial tag process  These assets are not included in DEFINE, your NVP reports, or FRMS

Type of Tags – Federal Tag  Federal tags are needed in addition to university barcode tag for all federally-owned items  Federally-owned records are identified on DEFINE command NV1 screen 1 by:  Owner Code: F, and  Federal Title-Held in Trust  Review and monitor items regularly; report any discrepancies to  Ownership status may change depending on grant/contract terms at end of project

Type of Tags – Dell tag  Computer PC or laptops purchased with a purchase order are pre-tagged by Dell before shipment  Dell provides Inventory Services a weekly tag report that contains:  Purchase order and serial number  Barcode tracking number  No need for departments to attach a new barcode tag to the equipment if it is pre-tagged by Dell Note: Dell does not pre-tag any special or customized orders  If the computer is federally-owned, a federal tag is required  Dell tag should be scanned during the annual physical inventory

Tagging Request  to request tagging services; please  Purchase Order # or other purchasing document #  VP, VT, VC, etc.  Responsible person  Location (Building, Room, and Campus)  Serial Number must be provided  If the item does not have a serial number, put “NSN”  Make sure the inventory item is tagged before it is deployed!

Self-Tagging: Process  Run the NU1 and PointPlus reports, print out copies of the purchasing documents, and highlight all items which need to be tagged  Compare the purchasing documents to the NU1 report  If there are items on the NU1 report that do not need to be tagged have the department purchaser change the object codes with a correction voucher (VT6)  Keep a running list of which POs (and Procard purchases) have already been taken care of as the same documents will often appear on the reports for several months

Self-Tagging: Tag Placement  Ensure that the tag is affixed to the asset in an area that is easily visible and accessible for scanning  Do not place the tag underneath the equipment or a place where the equipment must be removed from its rack in order to find the tag  Collect the serial number  Find out where the item will be kept and who will be responsible for it

Self-Tagging: How to Report Equipment  Complete the self-tagging templateself-tagging template  For procurement card purchases: VP7 Procard payment, Doc ID  Items with incomplete data cannot be added  Send the template to  It is important to send tag information in a timely manner so the University can comply with state requirements