Inventory Services The University of Texas at Austin

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

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.

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.

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.

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, and falls under a special category designated by the state.

Inventory Totals Over 75,000 items Capitalized items worth over $970 million Controlled items worth over $100 million

On the Internet

Tagging Process 1.The department prepares a payment document and assigns the item(s) an inventory object code.

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. or 2.

Tagging Process

3. Purchases appear on NU1 after they have been paid.

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

Tagging Process NU1 Complete!

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.

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.

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.

Transferring Items Within the University

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?

Questions/Discussion