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Inventory Policies and Procedures

Class Objectives. Establish an understanding of Inventory and Inventory's role.Understand why a physical inventory is conducted.Recognize the importance of updating inventory statuses and locations.Understand the basic steps of performing physical inventory.. Why is inventory management so important?.

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Inventory Policies and Procedures

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    1. Inventory Policies and Procedures DE-437 (Required) Welcome! Introductions *Name *Department *Think of a time when you lost something, but later found it. What was it? Where did you find? *Mine: Lost the keys, remembered Seth playing with door to gas outlet, there were the keys!Welcome! Introductions *Name *Department *Think of a time when you lost something, but later found it. What was it? Where did you find? *Mine: Lost the keys, remembered Seth playing with door to gas outlet, there were the keys!

    2. Class Objectives Establish an understanding of Inventory and Inventorys role. Understand why a physical inventory is conducted. Recognize the importance of updating inventory statuses and locations. Understand the basic steps of performing physical inventory. What will be covered in the training.What will be covered in the training.

    3. Why is inventory management so important? UT undergoes several audits throughout the year. The ONR Federal audit approves our system which allows us to operate. UT undergoes several audits throughout the year. The ONR Federal audit approves our system which allows us to operate.

    4. VA example Read headline, date, and 3rd paragraph Weapons example Read headline, subhead, and date Nuclear material example read the articleVA example Read headline, date, and 3rd paragraph Weapons example Read headline, subhead, and date Nuclear material example read the article

    6. SIMPLIFIED!!! Ultimate ownership of all property State of Texas or Federal Government Delegated responsibility: Elected representatives Appointed officials University officials (Office of Special Projects (Contracts and Grants), and Property Manager) Inventory department assists Property Manager and Departments Inventory contact assists Department Head In addition to state and federal property, we also track private property in our system (bought on awards/grants/contracts) We track equipment transferred into UT from other State Agencies or Universities. We also track gifts donated to the university.SIMPLIFIED!!! Ultimate ownership of all property State of Texas or Federal Government Delegated responsibility: Elected representatives Appointed officials University officials (Office of Special Projects (Contracts and Grants), and Property Manager) Inventory department assists Property Manager and Departments Inventory contact assists Department Head In addition to state and federal property, we also track private property in our system (bought on awards/grants/contracts) We track equipment transferred into UT from other State Agencies or Universities. We also track gifts donated to the university.

    7. Federal agencies: Office of Naval Research mention that this comprises of their certifications and that is why it is so critical that they comply with the certification deadlines or something to that affect. Mention that as of 8/31 the Define system resets itself for the new FY so NVP reports will no longer reflect scanned data for the previous FY. Late certifications are viewed as non compliant.Federal agencies: Office of Naval Research mention that this comprises of their certifications and that is why it is so critical that they comply with the certification deadlines or something to that affect. Mention that as of 8/31 the Define system resets itself for the new FY so NVP reports will no longer reflect scanned data for the previous FY. Late certifications are viewed as non compliant.

    9. These are the concerns that the departmental inventory contacts need to know and will be held responsible.These are the concerns that the departmental inventory contacts need to know and will be held responsible.

    10. What gets tagged? Capitalized Assetsassets whose purchased value is equal to or greater than $5,000 Controlled Assetsassets whose cost is between $500 and $4,999.99 and falls under the special category designated by the state Mention that some assets are tracked regardless of cost Art, books, Library collectionsMention that some assets are tracked regardless of cost Art, books, Library collections

    11. Examples of Controlled Equipment ($500 to $4999.99) cameras & camcorders projectors stereo systems televisions & VCRs computers: desktop CPUs or portable laptops printers hand guns & rifles, regardless of cost

    12. computer-related equipment, not PCs or laptops scientific equipment monitors servers hard drives cards furniture Software - Software must be 100K or more to be capitalized and licenses must be greater than 1 year. In order to be tagged and included on your inventory, this equipment must be $5,000 or more in value (it becomes capitalized). What is not controlled? These are items which UT does not consider controlled and will not be maintained in Define. In the event that these items are valued at $5K or more, they are then considered capitalized and will be added to Define. These are items which UT does not consider controlled and will not be maintained in Define. In the event that these items are valued at $5K or more, they are then considered capitalized and will be added to Define.

    13. Tagging the Equipment Inventory field representatives They are deployed automatically based on purchasing data. To request tagging, e-mail oa.inventory@austin.utexas.edu. Departments that participate in self-tagging After tagging assets, these departments send the tagging detail to Inventory Services for processing. This information should be sent monthly. Tagging: Performed by Inventory Services unless the department is a self tagging department. Inventory field reps are deployed automatically based on purchasing data. Occasionally items will be miscoded, please only email us if we havent been out to tag your item and its been more than a month or email if you're in a hurry (laptops/items that must be moved etc) Tagging: Performed by Inventory Services unless the department is a self tagging department. Inventory field reps are deployed automatically based on purchasing data. Occasionally items will be miscoded, please only email us if we havent been out to tag your item and its been more than a month or email if you're in a hurry (laptops/items that must be moved etc)

    14. All capitalized or designated controlled assets must be tagged within 30 days of receipt. For additional information, see Inventory Best Practices on the Inventory Services website: https://www.utexas.edu/business/accounting/in/ Any asset not meeting the controlled or capitalized thresholds should have a non-inventory object code and will not be added to *DEFINE. These assets can be tagged with blank tags that identify the item as university property but do not have a tracking number. Tracking Inventory

    15. Attention Please Not everything requires a barcode tag; however, everything is an asset and is considered state property, even if it is not in *DEFINE or if it has a zero depreciated value. Items should never be trashed! Send all obsolete items to surplus 4500-999.

    16. Why? When? And How? Why do we conduct a physical inventory? When do we perform inventory? How is physical inventory performed? As an inventory contact, you may be asking yourself these questions. How much time will I need to devote to inventory while managing my other responsibilities? Why do we even do this? How often do we have to do inventory? The following slides will go into more detail and hopefully answer these questions for you.As an inventory contact, you may be asking yourself these questions. How much time will I need to devote to inventory while managing my other responsibilities? Why do we even do this? How often do we have to do inventory? The following slides will go into more detail and hopefully answer these questions for you.

    17. Why do we conduct a Physical Inventory? The provisions of the 52nd Legislature: Regular Session 1951 House Bill Number 753, Section 5 (3) Requires state organizations to take a complete physical inventory of all equipment in their possessions once each year Results reported to: State Comptroller TEX.GOVT CODE ANN.sec. 403.271 (b) The provisions of the 52nd Legislature, Regular Session 1951, House Bill Number 753, Section 5 (3), require state organizations to take a complete physical inventory of all equipment in their possession once each year. The results of the inventory are reported to the State Comptroller as authorized by TEX.GOVT CODE ANN.sec. 403.271 (b)The provisions of the 52nd Legislature, Regular Session 1951, House Bill Number 753, Section 5 (3), require state organizations to take a complete physical inventory of all equipment in their possession once each year. The results of the inventory are reported to the State Comptroller as authorized by TEX.GOVT CODE ANN.sec. 403.271 (b)

    18. When do we perform Inventory? Most important that you turn in the inventory by the assigned due date. Please mention that this data will be on our web page (spreadsheet) so they can view to see what their due date is and no longer need to call us to get that information. Please mention that they can search by unit code or contact name. We want them to learn to fish so pointing them to where data exists that they can access is best. Most important that you turn in the inventory by the assigned due date. Please mention that this data will be on our web page (spreadsheet) so they can view to see what their due date is and no longer need to call us to get that information. Please mention that they can search by unit code or contact name. We want them to learn to fish so pointing them to where data exists that they can access is best.

    19. How is physical inventory performed? Manual status update to *DEFINE or FRMS Departmental Inventory Portal if you have 100 items or less. Status updates via scanning your equipment. Once *DEFINE is open, you may request a scanner by e-mailing: scanhelp@austin.utexas.edu

    20. Complete Four Basic Steps Use the NVP report:

    21. Verify the *DEFINE GG5 screen for accuracy. Work with your supervisor and team members to determine which unit codes you are responsible for. Be sure that the correct inventory contact is listed in GG5 for all units and subunits in your department . If your name is listed, you are responsible. NVP reports are run from Define with the NVP command. From the NVM screen in Define select option 4. NVP PHYSICAL INVENTORY BY UNIT/LOCATION UNIT CODE Once in the NVP screen, press the shift and the F3 key together You are now at the NVP Job Submission screen Select line 2 - INJGNVP1 PHYSICAL INVENTORY CYCLE REPORT - SINGLE UNIT/SUBUNIT, by marking an X and press enter Tab down to Unit To Report and type in the unit code of choice If you want to see all sub-units as well then only type the first 4 digits of the main unit code and then Example: 2500 Leave the remaining fields blank and press enter. A pop-up will come on the screen entitled Please Confirm. Simply press enter. Press enter again and the system will give you a Job number. Your NVP report will print out at the UT Copy Center located at the Social Work Building Room G14. Mention that you will be going through the steps but that detail instructions exist on our web page. If possible provide the link on the slide. NVP reports are run from Define with the NVP command. From the NVM screen in Define select option 4. NVP PHYSICAL INVENTORY BY UNIT/LOCATION UNIT CODE Once in the NVP screen, press the shift and the F3 key together You are now at the NVP Job Submission screen Select line 2 - INJGNVP1 PHYSICAL INVENTORY CYCLE REPORT - SINGLE UNIT/SUBUNIT, by marking an X and press enter Tab down to Unit To Report and type in the unit code of choice If you want to see all sub-units as well then only type the first 4 digits of the main unit code and then Example: 2500 Leave the remaining fields blank and press enter. A pop-up will come on the screen entitled Please Confirm. Simply press enter. Press enter again and the system will give you a Job number. Your NVP report will print out at the UT Copy Center located at the Social Work Building Room G14. Mention that you will be going through the steps but that detail instructions exist on our web page. If possible provide the link on the slide.

    22. How can I update *DEFINE command GG5? Inventory contact updates can no longer be made from the GG5 screen.To assign department contacts at the unit code level, go to Manage Contacts in the (OHS) Organizational Hierarchy System: https://utdirect.utexas.edu/ohs/contacts/ OHS will allow you to assign secondary or backup contacts. To update the unit head of a unit, complete the Change a unit head Signature Desk Request form at: http://www.utexas.edu/business/accounting/sign/

    23. See OHS Contacts System help

    24. Before You Begin Gather materials current NVP report of departmental assets http://www.utexas.edu/business/accounting/pubs/nvp_report.pdf building/room list for your area scanner for those departments with greater than 100 items (this has to be scheduled) If you have trouble obtaining an NVP report or a list of buildings/rooms, please contact oa.inventory@austin.utexas.edu. NVP reports are run from Define with the NVP command. From the NVM screen in Define select option 4. NVP PHYSICAL INVENTORY BY UNIT/LOCATION UNIT CODE Once in the NVP screen, press the shift and the F3 key together You are now at the NVP Job Submission screen Select line 2 - INJGNVP1 PHYSICAL INVENTORY CYCLE REPORT - SINGLE UNIT/SUBUNIT, by marking an X and press enter Tab down to Unit To Report and type in the unit code of choice If you want to see all sub-units as well then only type the first 4 digits of the main unit code and then Example: 2500 Leave the remaining fields blank and press enter. A pop-up will come on the screen entitled Please Confirm. Simply press enter. Press enter again and the system will give you a Job number. Your NVP report will print out at the UT Copy Center located at the Social Work Building Room G14. Mention that you will be going through the steps but that detail instructions exist on our web page. If possible provide the link on the slide. NVP reports are run from Define with the NVP command. From the NVM screen in Define select option 4. NVP PHYSICAL INVENTORY BY UNIT/LOCATION UNIT CODE Once in the NVP screen, press the shift and the F3 key together You are now at the NVP Job Submission screen Select line 2 - INJGNVP1 PHYSICAL INVENTORY CYCLE REPORT - SINGLE UNIT/SUBUNIT, by marking an X and press enter Tab down to Unit To Report and type in the unit code of choice If you want to see all sub-units as well then only type the first 4 digits of the main unit code and then Example: 2500 Leave the remaining fields blank and press enter. A pop-up will come on the screen entitled Please Confirm. Simply press enter. Press enter again and the system will give you a Job number. Your NVP report will print out at the UT Copy Center located at the Social Work Building Room G14. Mention that you will be going through the steps but that detail instructions exist on our web page. If possible provide the link on the slide.

    25. Printing an NVP report: Step 1 Please enter your next command<< *DEFINE INVENTORY FUNCTIONS MENU - NVM Year: 10 11 Command: NVM Inventory Nbr: ________ Misc: _______________ Month: OCT ========================================================================== COMMAND FUNCTION: MISCELLANEOUS 1. NV1 DISPLAY BY INVENTORY NUMBER ELEMENT NBR-OPTIONAL 2. NV3 DISPLAY BY UNIT-CODE UNIT-CODE 3. NV7 DISPLAY BY SERIAL-NBR SERIAL-NBR 4. NVP PHYSICAL INVENTORY BY UNIT/LOCATION UNIT CODE 5. NVR INVENTORY DATA WAREHOUSE REPORTS INVENTORY STATUS 6. NVB INVENTORY BALANCES BY UNIT CODE UNIT CODE 7. NV6 DISPLAY BY DOC-ID DOC-ID SELECT #4 FROM THIS SCREEN

    26. Printing an NVP report: Step 2

    27. Printing an NVP report: Step 3 FROM THIS SCREEN HOLD DOWN THE SHIFT AND PF3 KEY *DEFINE PHYSICAL INVENTORY BY UNIT/LOCATION - NVP Year 10 11 Command: NVP Inv. Nbr. ______ Misc: 5100000________ Month: OCT =============================================================================== Dept: OFFICE OF ACCOUNTING Show Items Found: X Not Found: X View: 1 by Inv Nbr: X Start Inventory Nbr: 846084 by Location: _ Site: __________ Bldg: __________ Flr: __________ Rm: __________ Status InvNbr Elm Site Bldg Floor Room Description Item Cost -------- ------ --- ---- ---- ------ --------- ---------------- --------------- _ 602351 1 UTM_ 0393 01____ 132______ MICROFILMER/ENDO 6,929.25 _ 681726 1 UTM_ 0393 01____ 132______ 1998GMC SAFARI V 20,500.00 _ 713273 1 UTM_ 0393 01____ 132______ CAMERA, SONY 505 999.96 _ 760724 1 UTM_ 0393 01____ 132______ 2003 CHEVY TRAIL 19,616.00 _ 816313 1 UTM_ 0983 02____ 2.302____ DELL LATITUDE E6 1,882.86 _ 816315 1 UTM_ 0983 02____ 2.352____ DELL LATITUDE E6 1,882.86 _ 823797 1 UTM_ 0393 01____ 132______ EPSON POWERLITE 539.99 _ 833977 1 UTM_ 0393 15____ 1510_____ DELL LATITUDE D6 1,538.88 _ 843204 1 UTM_ 0561 01____ 110______ DELL AX4-5F (DUA 15,606.61 _ 843204 3 UTM_ 0561 01____ 110______ DELL AX4-5F (DUA 4,548.60 _ 843226 1 UTM_ 0561 01____ 110______ DELL QUAD CORE X 7,249.90 _ 846082 1 UTM_ 0561 01____ 110______ DELL QUAD CORE X 6,275.52 _ 846083 1 UTM_ 0561 01____ 110______ DELL QUAD CORE X 7,249.90 _ 846084 1 UTM_ 0561 01____ 110______ DELL QUAD CORE X 5,555.9

    28. Printing an NVP report: Step 4 TXFISP JOB SUBMISSION 10/05/2011 Starting Jobgroup: ________ 03:36 PM ============================================================== Jobgroup Description --------------------------------------------------------------------------- _ INJGNLB Report of rooms for given building code x INJGNVP1 PHYSICAL INVENTORY CYCLE REPORT - SINGLE UNIT/SUBUNIT _ INJGNVP2 PHYSICAL INVENTORY CYCLE RPT BY INV NBR- SINGLE UNIT/SUB TYPE AN X BY THE INJGNVP1 SELECTION AND PRESS ENTER. You may also select INJGNVP2 which will display your equipment in inventory number order.

    29. Printing an NVP report: Step 5

    30. Printing an NVP report: Step 6

    31. Printing NVP report: Step 7 Pick up the NVP printout at the University Copy Center located at the Social Work Building, room G14. The report is usually ready in about an hour. You can also use screen shots.You can also use screen shots.

    32. Understanding the NVP Report Found New fiscal year acquisitions are typically indicated as found when they are added to your inventory. CIP- construction in progress. NETL-items found through the (UNET) Network locator Not Found (need to locate) Items transferred in Any prior-year asset acquisitions Items previously indicated as missing-continue to look for these items and change the status if the item is found. You do not need to remark as missing if the asset was not found during the annual physical inventory process. Please note once an item has been Found for the fiscal year, it is not necessary to indicate it as found again. Simply make location updates whenever necessary. If an item is listed as missing, please look for the item and change the status only if it has been found. Otherwise, it remains missing and no change needs to be made. Understanding the NVP Report Found new fiscal year acquisitions are typically indicated as found when they are added to your inventory. Please note once an item has been Found for the fiscal year, it is not necessary to indicate it as found again. Simply make location updates whenever necessary. Not Found items transferred in and any prior-year asset acquisitions. These are the items you will need to locate. Also included in the Not Found section are items previously indicated as missing. If an item is listed as missing, please look for the item and change the status only if it has been found. Otherwise, it remains missing and no change needs to be made. Please note once an item has been Found for the fiscal year, it is not necessary to indicate it as found again. Simply make location updates whenever necessary. If an item is listed as missing, please look for the item and change the status only if it has been found. Otherwise, it remains missing and no change needs to be made. Understanding the NVP Report Found new fiscal year acquisitions are typically indicated as found when they are added to your inventory. Please note once an item has been Found for the fiscal year, it is not necessary to indicate it as found again. Simply make location updates whenever necessary. Not Found items transferred in and any prior-year asset acquisitions. These are the items you will need to locate. Also included in the Not Found section are items previously indicated as missing. If an item is listed as missing, please look for the item and change the status only if it has been found. Otherwise, it remains missing and no change needs to be made.

    33. What is New with the NVP equipment listing? In addition to purchased, gifted, or transferred in equipment, the NVP report will now include fabricated items also known as construction in progress (CIP). What is fabricated or CIP equipment? Fabrication is a transitional state; completed items of fabricated equipment are recorded as capital equipment in the university's asset *DEFINE system. Until that completion can be determined, they are CIP. How do I account for the above items on my NVP? Do I need to find these items? No, these items should already be indicated as found by Inventory Services staff, so no further action is required until fabrication is completed. In addition to the comprehensive list mention that command ID1 in DEFINE as a way to research valid room locations for a building. If possible include a slide. It would be great to include a slide that shows them how to look up a building if all they know is the alpha like MAI = 0393 In addition to the comprehensive list mention that command ID1 in DEFINE as a way to research valid room locations for a building. If possible include a slide. It would be great to include a slide that shows them how to look up a building if all they know is the alpha like MAI = 0393

    34. Characteristics of Fabricated Equipment one-of-a-kind items meet unique research specifications created by assembling a number of components (manufactured or custom made) built or assembled from individual parts or materials built by or under the direction of university personnel Most fabrications are: sponsor-funded have a number of compliance requirements related to acquisition and tracking individual pieces of equipment in an assembled fabrication

    35. How will I know CIP items from other items on my NVP Report? Inv #: 928064 Elem#: 1_____ OrigFY: 2010 LatestFY: 2011 Screen: 1 of 6 Active SW: X Amount: 194,936.31 Description: FABRICATION CHARGES WORK IN PROGRESS FY1011______________ -------------------------------------------------------------------------- Owner Code: F Purchase code: F > Federal Title - Held in Trust Unit Code: 5100000 OFFICE OF ACCOUNTING Class Code: 090 Object Code: 1832 Acquisition Code/Date: 01 09/01/10 Source: CST Useful Life: Accum Depr: 194,936.31 Depr Expense: 194,936.31 Depr Value: 0.00 Loc Comp: 0 Site PRC_ Bldg 0190 Flr 01____ Rm A001______ Loc Notes: ____________________________________________________________ Missing or Stolen Code/Date: _ Found: Y 11/15/11 --------------------------------------------------------------------------- Inventory comments: More Inventory Comments: + Fabrication addition______________________________________________________

    36. The Inventory Federal team will be following up to see whether the construction has been completed or is still in progress. For any questions, please contact Federal Inventory at InvFed@austin.utexas,edu The end products value is the sum of: All services purchased and used in the fabrication process Example: Welding, machine shop time All items purchased and used in the fabrication process must become a permanent part of the end products value Unless: destroyed during testing consumed in fabrication Upon completion, a fabricated equipment item must have: an aggregate cost of $5,000 or more a useful life greater than one year.

    37. Step 1: Locate Use the NVP report to locate assets identified as Not Found (need to locate) If you cant find an asset, look everywhere: offices/classrooms labs closets/storage areas previous documentation/files check off campus forms or logs check Request for Removal of Equipment forms ask or e-mail coworkers to assist with locating

    38. Step 2: Scan When scanning barcodes during the inventory process, all equipment within any one room should be scanned. This will provide an update of the location to the actual equipment owners if another department owns it. Scanning an item will not change ownership. It will simply create a transaction line on NV1 Screen 3 for the inventory item showing the date and logon ID of the person who scanned the item. Since 200 is an approximate of when we suspect the olds scanners will require a download you can also mention that if they notice the scanner is slowing down between scans then they should bring in for a upload to ensure that data is not lost. The scanners have been known to retain about 1000 records but since they are old we dont want to risk losing that much data. We are using new batteries in each of the scanners so we may not have this issue but it doesnt hurt to mention that if they get a low battery message they should contact us as soon as possible. If they have been given a scanner it should be used and not left in a drawer for more than two days without use to get the best performance out of the scanner. Since 200 is an approximate of when we suspect the olds scanners will require a download you can also mention that if they notice the scanner is slowing down between scans then they should bring in for a upload to ensure that data is not lost. The scanners have been known to retain about 1000 records but since they are old we dont want to risk losing that much data. We are using new batteries in each of the scanners so we may not have this issue but it doesnt hurt to mention that if they get a low battery message they should contact us as soon as possible. If they have been given a scanner it should be used and not left in a drawer for more than two days without use to get the best performance out of the scanner.

    39. Step 2: Scan Continued While scanning, if an item is: Found Continue scanning until you finish or have reached approximately 200 items. Arrange to bring the scanner in to upload data. Repeat this process until all scanning is done. Not foundNotate this on the NVP report to further investigate or run a new NVP after downloading scanned results to see what still needs to be found. Since 200 is an approximate of when we suspect the olds scanners will require a download you can also mention that if they notice the scanner is slowing down between scans then they should bring in for a upload to ensure that data is not lost. The scanners have been known to retain about 1000 records but since they are old we dont want to risk losing that much data. We are using new batteries in each of the scanners so we may not have this issue but it doesnt hurt to mention that if they get a low battery message they should contact us as soon as possible. If they have been given a scanner it should be used and not left in a drawer for more than two days without use to get the best performance out of the scanner. Since 200 is an approximate of when we suspect the olds scanners will require a download you can also mention that if they notice the scanner is slowing down between scans then they should bring in for a upload to ensure that data is not lost. The scanners have been known to retain about 1000 records but since they are old we dont want to risk losing that much data. We are using new batteries in each of the scanners so we may not have this issue but it doesnt hurt to mention that if they get a low battery message they should contact us as soon as possible. If they have been given a scanner it should be used and not left in a drawer for more than two days without use to get the best performance out of the scanner.

    40. Manual Process: Helpful Information: For a comprehensive Institutional Research Bldg/Room printout list Go to command NMM in *DEFINE. Press the Shift and F3 keys simultaneously: From Starting Job Window, select either INJGBLD2 for alpha list or INJGBLD3 for numeric order: _ INJGBLD2 BUILDING CONVERSION REPORT - OLD BUILDING CODE ORDER _ INJGBLD3 BUILDING CONVERSION REPORT - BUILDING NUMBER ORDER This printout can be picked at the Copy Center where you pick up your NVP report printouts. Helpful Information: For a comprehensive Institutional Research Bldg/Room printout list Go to command NMM in *DEFINE. Press the Shift and F3 keys simultaneously: From Starting Job Window, select either INJGBLD2 for alpha list or INJGBLD3 for numeric order: _ INJGBLD2 BUILDING CONVERSION REPORT - OLD BUILDING CODE ORDER _ INJGBLD3 BUILDING CONVERSION REPORT - BUILDING NUMBER ORDER This printout can be picked at the Copy Center where you pick up your NVP report printouts.

    41. Additional Information: 9XXXXX Numbers Why are there inventory numbers on my NVP report beginning with 9 that are not affixed to my equipment? Because of system limitations, Inventory Services must clear out the *DEFINE NU1 screen at the end of the fiscal year and assign virtual numbers for tracking and reporting purposes. Do I need to find these items? Yes. Part of the certification requirement is to work with Inventory Services to get any items with these virtual numbers converted to university barcode tags that can be scanned. NOT FOUND notate on the NVP report to further investigate or run a new NVP after download to see what still needs to be found. Mark missing In DEFINE after due diligence has been done to locate the asset and it cannot be found NOT FOUND notate on the NVP report to further investigate or run a new NVP after download to see what still needs to be found. Mark missing In DEFINE after due diligence has been done to locate the asset and it cannot be found

    42. Additional Information: 9XXXXX Numbers-continued Notify Inventory Services: If you have virtual numbers for equipment other than software and artwork. Example: 988889-Dell G4 computer was tagged 778904 Please include the serial number. Self-tagging: Tag equipment. Send spreadsheet to Inventory Services. NOT FOUND notate on the NVP report to further investigate or run a new NVP after download to see what still needs to be found. Mark missing In DEFINE after due diligence has been done to locate the asset and it cannot be found NOT FOUND notate on the NVP report to further investigate or run a new NVP after download to see what still needs to be found. Mark missing In DEFINE after due diligence has been done to locate the asset and it cannot be found

    43. How do I keep track of off-campus inventory items? For items kept off campus, use the Respon EID field on the NV1 screen (2 ) in *DEFINE to list the item's custodian. Also include the off-campus location in the Loc Notes field. These fields can also be updated using the FRMS Departmental Inventory Portal. NOTE: Sign-out logs must be kept at the departmental level. You may use theEquipment Located off Campus form if your department does not have an existing method for logging equipment.

    44. Off-Campus Equipment Schedule a day for all off-campus equipment to be returned for scanning. Notify all staff who have equipment removed from campus to return those specific items on the scheduled date for inventory scanning. Get photo verification for any equipment that cannot be brought in for scanning

    45. Step 3: Reconcile Scanning takes care of most updates. Make notes on the NVP report printout of updates you need to make in *DEFINE or in FRMS Departmental Inventory Portal. Use either NVP or NV1 to make updates. NVP sorts by unit code NV1 sorts by inventory number (more options) FRMS Departmental Inventory Portal-new option No items status should be left blank. Certifications will not be complete until all blanks are finalized with either Found or Missing. Additional information: 9K Numbers Why are there inventory numbers on my NVP report beginning with 9 that are not on my equipment? Because of system limitations, Every August 31st, Inventory Services must clear out the NU1 Accounting screen. In order to do this, we give transactions a temporary assigned number. If you have such numbers for equipment other than software and artwork, contact inventory. If self-tagging, simply tag that equipment and send that information to Inventory so *DEFINE and your NVP listing can be updated. Example: 988889 Dell G4 computer has been tagged with 778904 Additional information: 9K Numbers Why are there inventory numbers on my NVP report beginning with 9 that are not on my equipment? Because of system limitations, Every August 31st, Inventory Services must clear out the NU1 Accounting screen. In order to do this, we give transactions a temporary assigned number. If you have such numbers for equipment other than software and artwork, contact inventory. If self-tagging, simply tag that equipment and send that information to Inventory so *DEFINE and your NVP listing can be updated. Example: 988889 Dell G4 computer has been tagged with 778904

    46. Updating in *DEFINE command NV1 The following fields may be updated by the department: serial number and item Respon EID: (screen 2) site building locations floor room numbers equipment statusfound or missing Please note -The location. status and responsible UT EID for an item can also be updated via the FRMS Departmental Inventory Portal

    47. Are You Really Missing an Item? Remember, every item counts. Before you mark that item as missing in *DEFINE NV1 or in the FRMS Departmental Inventory Portal: Make sure the item is not being kept off campus, being repaired, or overlooked in the initial scan. Check your department records and databases for possible transfers, cannibalizations, disposals, etc. If item is a computer or laptop, check with your IT/LAN staff

    48. Are You Really Missing an Item? If the item you cannot find is a vehicle, please file a police report with UTPD. They have been successful in locating missing vehicles that have been abandoned or were impounded. Fleet Management requires that the police be notified when a vehicle cannot be located. Check *DEFINE screen 3 to see who last found the item. If you cant locate the item, mark it as missing, but continue to look for it the next time you perform your physical inventory.

    49. Type an M and Press Enter. The date that the item was marked as missing will appear on the right-hand corner next to the missing designation. If not found, the item will be removed two years from that date. Helpful information: To look up a logon ID, use *DPUSER. Refer to handout instructions: http://www.utexas.edu/business/accounting/pubs/txmail.pdf How can this help me? Example: Screen 3 shows that a printer was last scanned by INCPJ on Sept, 2003. You cannot find this printer, so you want to know who INCPJ is to follow up with them regarding this piece of equipment. If you follow the *DPUSER instructions, you should be able to get the following information: _ JACOBSON, CECILIA INCPJ INVENTORY 232-7560 What choices do I have? If you want the equipment back, you can retrieve the item. Transfer ownership by doing an NT1 transfer. Type an M and Press Enter. The date that the item was marked as missing will appear on the right-hand corner next to the missing designation. If not found, the item will be removed two years from that date. Helpful information: To look up a logon ID, use *DPUSER. Refer to handout instructions: http://www.utexas.edu/business/accounting/pubs/txmail.pdf How can this help me? Example: Screen 3 shows that a printer was last scanned by INCPJ on Sept, 2003. You cannot find this printer, so you want to know who INCPJ is to follow up with them regarding this piece of equipment. If you follow the *DPUSER instructions, you should be able to get the following information: _ JACOBSON, CECILIA INCPJ INVENTORY 232-7560 What choices do I have? If you want the equipment back, you can retrieve the item. Transfer ownership by doing an NT1 transfer.

    50. Type an M and Press Enter. The date that the item was marked as missing will appear on the right-hand corner next to the missing designation. If not found, the item will be removed two years from that date. Helpful information: To look up a logon ID, use *DPUSER. Refer to handout instructions: http://www.utexas.edu/business/accounting/pubs/txmail.pdf How can this help me? Example: Screen 3 shows that a printer was last scanned by INCPJ on Sept, 2003. You cannot find this printer, so you want to know who INCPJ is to follow up with them regarding this piece of equipment. If you follow the *DPUSER instructions, you should be able to get the following information: _ JACOBSON, CECILIA INCPJ INVENTORY 232-7560 What choices do I have? If you want the equipment back, you can retrieve the item. Transfer ownership by doing an NT1 transfer. Type an M and Press Enter. The date that the item was marked as missing will appear on the right-hand corner next to the missing designation. If not found, the item will be removed two years from that date. Helpful information: To look up a logon ID, use *DPUSER. Refer to handout instructions: http://www.utexas.edu/business/accounting/pubs/txmail.pdf How can this help me? Example: Screen 3 shows that a printer was last scanned by INCPJ on Sept, 2003. You cannot find this printer, so you want to know who INCPJ is to follow up with them regarding this piece of equipment. If you follow the *DPUSER instructions, you should be able to get the following information: _ JACOBSON, CECILIA INCPJ INVENTORY 232-7560 What choices do I have? If you want the equipment back, you can retrieve the item. Transfer ownership by doing an NT1 transfer.

    51. Where on NV1 would I show this item as missing? Type an M and Press Enter. The date that the item was marked as missing will appear on the right-hand corner next to the missing designation. If not found, the item will be removed two years from that date. Open Define for the class and review screens 1, 2 and 3 Helpful NV1 screens and the type of information they provide Screen 1 Previous number Historical value Equipment description Ownership code-University, Federal, or Private Owning unit code or department SPA class code and if it is a controlled asset Acquisition date Useful life Location Statuswhether it is blank, Found or Missing Screen 2 Serial number Account number that initially paid for the asset Purchase order number, or if the item was purchased with a Procard, the doc ID will be listed. In the case of a gift, a gift docket ID or donor will be listed Screen 3 Transaction history on *DEFINE, such as transfers in and out of UT Logon of who last scanned or indicated an item as found or missing Ownership changes For inactive records write-offs due to threshold changes, number changes, and disposals of any kind Type an M and Press Enter. The date that the item was marked as missing will appear on the right-hand corner next to the missing designation. If not found, the item will be removed two years from that date. Open Define for the class and review screens 1, 2 and 3 Helpful NV1 screens and the type of information they provide Screen 1 Previous number Historical value Equipment description Ownership code-University, Federal, or Private Owning unit code or department SPA class code and if it is a controlled asset Acquisition date Useful life Location Statuswhether it is blank, Found or Missing Screen 2 Serial number Account number that initially paid for the asset Purchase order number, or if the item was purchased with a Procard, the doc ID will be listed. In the case of a gift, a gift docket ID or donor will be listed Screen 3 Transaction history on *DEFINE, such as transfers in and out of UT Logon of who last scanned or indicated an item as found or missing Ownership changes For inactive records write-offs due to threshold changes, number changes, and disposals of any kind

    52. View Percentage of Unfound Items Unfound percentage includes items indicated as missing or left blank. Your NVP report has a percentage figure at the end of the listing. To view your units unfound percentages without running a report, go to *INPERC from the COMPASS screen. Press ENTER and another screen will appear. Type the first four digits of your unit code, and press ENTER. How can I view my percentage of unfound items? Unfound percentage includes items indicated as missing or left blank: Your NVP report has a percentage figure at the end of the listing. To view your units unfound percentages without running a report, go to *INPERC from the COMPASS screen. Press Enter, and another screen will appear. Enter the first four digits of your unit code, and press Enter: Comp Unit Unfound % Unfound Depr Amt Total Depr Amt As of Date/Time ---- ------- ----------- ---------------- -------------- --------------- 0 5100 99.49 % 150,147.27 150,906.50 12/08/03 00:48 0 5100000 99.49 % 150,147.27 150,906.50 12/08/03 00:48 You should not have at or above 2% in unfound. If you do, there could be a penalty assessed. The penalty would be assessed on the depreciated amount of any missing or stolen items with a disposal of 17, 18, 20 or 21. A high percentage of UNFOUND may indicate: Theft Make sure others know there is concern for theft. Poor Security Keep equipment under lock & key; keep sign-out sheets. Safeguard your assets! How can I view my percentage of unfound items? Unfound percentage includes items indicated as missing or left blank: Your NVP report has a percentage figure at the end of the listing. To view your units unfound percentages without running a report, go to *INPERC from the COMPASS screen. Press Enter, and another screen will appear. Enter the first four digits of your unit code, and press Enter: Comp Unit Unfound % Unfound Depr Amt Total Depr Amt As of Date/Time ---- ------- ----------- ---------------- -------------- --------------- 0 5100 99.49 % 150,147.27 150,906.50 12/08/03 00:48 0 5100000 99.49 % 150,147.27 150,906.50 12/08/03 00:48 You should not have at or above 2% in unfound. If you do, there could be a penalty assessed. The penalty would be assessed on the depreciated amount of any missing or stolen items with a disposal of 17, 18, 20 or 21. A high percentage of UNFOUND may indicate: Theft Make sure others know there is concern for theft. Poor Security Keep equipment under lock & key; keep sign-out sheets. Safeguard your assets!

    53. View Percentage of Unfound Items Comp Unit Unfound % Unfound Depr Amt Total Depr Amt As of Date/Time ---- ------- ----------- ---------------- -------------- --------------- 0 5100 99.49 % 150,147.27 150,906.50 12/08/03 00:48 0 5100000 99.49 % 150,147.27 150,906.50 12/08/03 00:48 You should not have at or above two percent unfound. If you do, there could be a penalty assessed. The penalty would be assessed on the depreciated amount of any missing or stolen items with a disposal of 17, 18, 20 or 21. How can I view my percentage of unfound items? Unfound percentage includes items indicated as missing or left blank: Your NVP report has a percentage figure at the end of the listing. To view your units unfound percentages without running a report, go to *INPERC from the COMPASS screen. Press Enter, and another screen will appear. Enter the first four digits of your unit code, and press Enter: Comp Unit Unfound % Unfound Depr Amt Total Depr Amt As of Date/Time ---- ------- ----------- ---------------- -------------- --------------- 0 5100 99.49 % 150,147.27 150,906.50 12/08/03 00:48 0 5100000 99.49 % 150,147.27 150,906.50 12/08/03 00:48 You should not have at or above 2% in unfound. If you do, there could be a penalty assessed. The penalty would be assessed on the depreciated amount of any missing or stolen items with a disposal of 17, 18, 20 or 21. A high percentage of UNFOUND may indicate: Theft Make sure others know there is concern for theft. Poor Security Keep equipment under lock & key; keep sign-out sheets. Safeguard your assets! How can I view my percentage of unfound items? Unfound percentage includes items indicated as missing or left blank: Your NVP report has a percentage figure at the end of the listing. To view your units unfound percentages without running a report, go to *INPERC from the COMPASS screen. Press Enter, and another screen will appear. Enter the first four digits of your unit code, and press Enter: Comp Unit Unfound % Unfound Depr Amt Total Depr Amt As of Date/Time ---- ------- ----------- ---------------- -------------- --------------- 0 5100 99.49 % 150,147.27 150,906.50 12/08/03 00:48 0 5100000 99.49 % 150,147.27 150,906.50 12/08/03 00:48 You should not have at or above 2% in unfound. If you do, there could be a penalty assessed. The penalty would be assessed on the depreciated amount of any missing or stolen items with a disposal of 17, 18, 20 or 21. A high percentage of UNFOUND may indicate: Theft Make sure others know there is concern for theft. Poor Security Keep equipment under lock & key; keep sign-out sheets. Safeguard your assets!

    54. Tips, Tidbits, and Hints Start early. Keep a trail of paperwork. Make copies. Use correct inventory forms. Notify Inventory Services of untagged or tagged equipment not on *DEFINE that meets the threshold. Request a new barcode/tag when: damaged worn missing will not scan If Self-tagging, communicate New Tag info. Dont wait until you are notified of your due date Dont wait until you are notified of your due date

    55. Safeguarding Assets Be organized. Keep a record of off-campus equipment. Be observant. Frequently monitor all current assets. Be perceptive. Keep an eye on equipment awaiting Surplus pickup. Be efficient. Keep track of assets out for repair.

    56. Certification of Departmental Annual Physical Inventory Once you have completed all equipment scanning, manual updates , and you have done due diligence to find all missing assets you are ready to certify. The certification form certifies that: all items have been inventoried regardless of depreciated value. all items are accounted for within your department and their status has been updated in *DEFINE or via the FRMS Departmental Inventory Portal. all removal paperwork has been submitted.

    57. Step 4: Report Download Certification Form from the Inventory Services website: http://www.utexas.edu/business/accounting/in/ The Certification Form must be completed and signed by: department chair or equivalent department inventory contact A current and complete NVP report must be included with the certification form Turn in your inventory certification before or by the designated due date Bring a copy of the Certification Check list to go overBring a copy of the Certification Check list to go over

    58. Relinquishing Inventory (Inventory Request for Removal) Transfer or Removal Some removals require prior approval before the item can leave the university Types of Removals

    59. Is it a Transfer or Removal? Will ownership of the property remain with the university?

    60. Surplus Property - Unit (4500-999) When property exceeds its life expectancy and/or is no longer needed, send to Surplus. CCART creates an NT1 Electronic Transfer doc. Be sure to remove insurance. For questions, please contact Risk Management at 471-3723 or e-mail oa.riskmgt@austin.utexas.edu. Erase all sensitive data from hard drives. Keep a list of outstanding NT1 document IDs until the transfer has been processed. Check the routing. Using CCART Complete the tutorial available at http://www.utexas.edu/business/accounting/webhelp/ccart_tutorial.html. Take DE 431: Working with CCART. Call us if you have questions. Using CCART Complete the tutorial available at http://www.utexas.edu/business/accounting/webhelp/ccart_tutorial.html. Take DE 431: Working with CCART. Call us if you have questions.

    61. When should an IRR (inventory request for removal) form be used? Explain missing as it pertains to inventory and Define and the state.Explain missing as it pertains to inventory and Define and the state.

    62. Cannibalization-equipment dismantled for parts Use IRR form and obtain prior approval: Is required if the property is Federally owned. Is required if the property still has depreciated value. Do not trash any spare parts! Surplus requires that the IRR paperwork already be processed and the item removed from inventory before they will take the spare parts.Surplus requires that the IRR paperwork already be processed and the item removed from inventory before they will take the spare parts.

    63. Cannibalization Surplus requires that the IRR paperwork already be processed and the item removed from inventory before they will take the spare parts.Surplus requires that the IRR paperwork already be processed and the item removed from inventory before they will take the spare parts.

    64. PI Transfer Definition: Principle Investigator (PI) leaves the university and takes research equipment with him/her. Usually involves 26-accounts. 60 Days before the PI leaves, submit the IRR and letter of justification. A PI is never allowed to take equipment without prior approval from the property manager. Transfers to Non-State of Texas Agency Submit the IRR and letter of justification for equipment going out of state. Transfers to other State of Texas Agencies will require an Outgoing Transfer form or the Incoming Transfer form

    65. Stolen File police report immediately. Send completed IRR form to Inventory as soon as the police report has been obtained and should not exceed 48 hours after the incident Prepare letter of justification. Within the letter of justification, department must note if the item stolen was or was not due to employee negligence. Also, if the item stolen is a computer or laptop, please answer these two questions in the letter of justification: 1.Did the computer contain any Category I data? 2.Was the computer encrypted? In addition, if item stolen is a computer or laptop, it must be reported on the Information Security Office (ISO) Stolen Equipment Report form located at: https://security.utexas.edu/violation/iso_theft_form/

    67. What is new about equipment traded-in? All equipment being traded-in will now require an IRR Request for Removal form even if the tradein was annotated on the Purchase Order of new item. Include the following for the item being traded in: inventory number serial number trade-in value or summary Include copy of the P.O. of the new item. Note:-the trade in value will be added as an element to the new item in *DEFINE Federal property can NOT be traded without prior approval from the Property Manager and the Federal Inventory CoordinatorFederal property can NOT be traded without prior approval from the Property Manager and the Federal Inventory Coordinator

    68. How will I see the trade-in value? Inv #: 845820 Elem#: 17____ OrigFY: 2010 LatestFY: 2011 Screen: 1 of 6 Active SW: X Amount: 35,000.00 Description: MASS SPECTROMETER_______________________________ -------------------------------------------------------------------------- Owner Code: U Purchase code: U Unit Code: 5100000 OFFICE OF ACCOUNTING Class Code: 538 Object Code: 1830 Acquisition Code/Date: 03 02/28/11 Source: TIN Useful Life: 120 Accum Depr: 2,625.00 Depr Expense: 2,625.00 Depr Value: 32,375.00 Loc Comp: 0 Site UTM_ Bldg 0740 Flr 04____ Rm 4.102_____ Loc Notes: ___________________________________________________ Missing or Stolen Code/Date: _ Found: _ --------------------------------------------------------------------------- Inventory comments: More Inventory Comments: + TRADE IN AMOUNT_____________________________________________

    69. Sale Should go through Surplus Unless there are extenuating circumstances. Departments can request that proceeds from the sale be deposited into their account. Sales outside of Surplus Submit an IRR and letter of justification. Approvals must be granted before the sale is conducted. Include an agreement of sale, if available. Copy of receipt of funds, such as copy of check, and document ID# of deposit into departmental account in *DEFINE.

    70. Other Returned to vendor damaged items or items returned to vendor for some other reason returned to the agency sponsoring a project grants military contracts Anything that doesnt fit previously covered items Submit as much documentation as possible

    71. How do I get approval? Before disposing of university property, approval must be granted by the property manager via Inventory Services. Submit the inventory removal form and all necessary documentation to Inventory Services. The form is available at http://www.utexas.edu/business/accounting/forms/inv-remove.pdf

    72. Inventory Removal Request Form 1. Department name and unit code: 2. Equipment to be removed: Inventory # Description Purch. Date Cost Depr. Value 3. Reason why removal is requested: (see instructions on page 2 for further details) [ ] Stolen [ ] Cannibalization [ ] Donation [ ] Sale/Sealed Bid/Auction [ ] P.I. Transfer [ ] Trade-In [ ] Other: Please explain 4. Department Signatures: Approval Signatures: ______________________________ _______________________ Department Administrator/Head Inventory Supervisor ______________________________ _______________________ Department Inventory Contact Property Manager * Please attach any supporting documentation and a letter of justification. When completed send this form and the supporting materials to Inventory, Office of Accounting, at campus mail code K5300. http://www.utexas.edu/business/accounting/hbp/forms/inv-remove.pdf http://www.utexas.edu/business/accounting/hbp/forms/inv-remove.pdf

    73. Removal from *DEFINE Inventory Services will remove items from *DEFINE after: documentation has been submitted. sales receipts have been received. the property manager has approved. Note: Submit receipts to have the item removed from your inventory list within 30 days.

    74. Inventory Services University of Texas at Austin Main 132 K5300 Phone: 512-471-3838 Fax: 512-471-1651 Assistance hours: 10 a.m.-noon & 2-4 p.m. oa.inventory@austin.utexas.edu InvFed@austin.utexas.edu scanhelp@austin.utexas.edu http://www.utexas.edu/business/accounting/in/

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