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16.1 INVENTORY CONTROL AND PROPERTY MANAGEMENT INTRODUCTION AND RESOURCES To acquaint all University personnel with current State laws and University rules, regulations and procedures for proper safeguarding and disposal of University property. Texas State Government Code Chapter 403.271, Property Accounting, establishes the current guidelines for property accounting and responsibility. This act was amended by House Bill No. 39, enacted by the Texas Legislature, which became effective September 1, 1991. In addition, House Bill No. 39 added Subchapter L, Property Accounting, to Chapter 403 of the Government Code. The sale or transfer of data processing equipment to employees of the University is prohibited as per Board of Regents Rules Regulation Part II Chapter VII Sec. 7.3 Disposal of Surplus or Salvage Data Processing Equipment. University of Texas System Board of Regents' Rules and Regulations, Series 80201*. Surplus or salvage data processing equipment, as defined by Texas Government Code Chapter 2175, Surplus and Salvage Property Guidelines. For disposal exceptions for Institutions of Higher Education, see the Texas State Government Code Chapter 2175.304. Article IX, Section 9.03 of Senate Bill 1 from the 77th Legislative Session 2002-2003 Biennium clarifies the penalties for excessive lost or stolen property. See the Legislative Budget Board web site for information. Texas Government Code Chapter 2175, Surplus and Salvage Property Guidelines. For disposal exceptions for Institutions of Higher Education, see the Texas State Government Code Chapter 2175.304. The Vice President and Chief Financial Officer is the President's designated Property Manager for The University of Texas at Austin. Department heads are responsible for all University property in their care. Department heads are further responsible to ensure that the annual physical inventory of University property assigned to their department is completed each year. The annual physical inventory process and timeline are prescribed by the property manager and State law. See Texas State Government Code Chapter 403.272, Responsibility for Property Accounting, and 403.273, Property Manager; Property Inventory. The property manager is responsible for maintaining property records and prescribing reports required from department heads. These records are maintained by Inventory Services in the Office of Accounting. Property is categorized as either "capital," "controlled," or "non-capital" (expensed). Capital assets consist of non-consumable items having a value of five thousand dollars ($5,000) or more. Controlled assets are items that the State Comptroller requires agencies and institutions to report to the State Property Accounting (SPA) system. Controlled assets consist of non-consumable items having a value of $500 to $4,999.99 per unit, and firearms regardless of value. Capital and controlled items are placed on the University's inventory system and are accounted for each year by a physical inventory. New acquisitions costing less than $5,000 that do not meet the criteria for capital or controlled equipment are considered non-capitalized. Department heads are also responsible for the custody, safekeeping, and proper use of such non-capitalized items. Texas Government Code C. Accountability and Responsibility for University Property University property is State property and may be used for official purposes only. The President of the University of Texas at Austin has assigned the responsibility for property accountability to the department heads. The department head may not delegate the responsibility for the proper care, maintenance, and safekeeping of university property assigned to his custody; however, departmental custodians should be appointed to assist department heads in fulfilling their responsibilities. All custodians new to Inventory are required to attend the mandatory training class, DE 437 – Intro to Inventory. Custodians, who have attended the mandatory training class DE 437, may meet yearly compliance requirements by completing the training course CW 536 via the intranet. Please visit TXCLASS for class scheduling, profiles, and registrations. Office of the President
Board of Regents General Services Surplus Property Inventory Services Legislative Budget Board Office of Institutional Research Office of the Controller U.S. Department of Defense U.S. General Services Administration Agency-peculiar property * NOTE: PDFs are best viewed with Adobe Acrobat Reader 6.0 or later. Earlier versions may result in incomplete rendering of information. A free update of Adobe Acrobat Reader may be obtained from Adobe.
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