Inventory Services

• Report and reconcile inventory records and values to both the Annual Financial Report Schedules and the State Property Accounting record reports
• Maintain equipment inventory records on shared mainframe database
• Conduct and monitor the Annual Physical Inventory Cycle and audit those reports submitted by the university departments
• Locate and tag university equipment as it is purchased and received by departments
• Provide inventory information and reference resources to department personnel

Policy Guidelines Related to Property Management

Inventory policies have been incorporated into the Handbook of Business Procedures as Part 16—Inventory Control and Property Management:

• The University Property Accounting & Responsibility Guidelines document is Part 16.1 through Part 16.4.
• The Procedures for Inventory Control and Management of United States Government Property document is Part 16.5.
• The (ARL) Property Management and Record Keeping Procedures of Applied Research Laboratories Guidelines document is Part 16.5.6.
  

Inventory Transfers Document

CCART (Online NT1 document) is open and operational year-round for processing electronic transfer of equipment (NT1) documents. You will need to update your fiscal year within your authorizations in order to avoid the error message: Fiscal year closed for inventory work. See the Setting UT Direct Personal Authorizations video for help changing the fiscal year.

Managing Inventory Contact Data
Please review the *DEFINE inventory contact and unit head data for accuracy. We use this information to send e-mail notifications with pertinent inventory information. If you are no longer an inventory contact, please make changes to avoid future e-mails on all unit codes you are responsible for.

Updates to inventory contacts can no longer be made from *DEFINE's GG5 command. For instructions on making updates, see askUS Answer ID 456: How do I change the inventory contact information?

To update a unit head as shown on the GG5 screen, complete and submit the Signature Desk Request Form.

Answers to Frequently Asked Questions

• General
• Removals, Disposals, and Self-Tagging
• Annual Physical Inventory
• CCART

Additional Resources

• Capitalized vs. Controlled Object Codes
• List of Controlled Items*
• List of Controlled and Capitalized Items*
• Self Tagging Template (Excel format)
• Depreciation Calculation Template (Excel Format)

Additional Inventory Forms

• Inventory Removal Request *
• Equipment Located off Campus*
• Physical Inventory Certification Form*— (Certification form instructions)
• Property Transfer Receipt*

Inventory Classes

To check class times and locations, or to register, use the TxClass web application.The links below will take you to a detailed description of each class including prerequisites and handouts in PDF format. Please print the handouts prior to class and bring them with you.

• DE 437 - Introduction to Inventory

Contact Inventory Services

* NOTE: 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.