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Office of Accounting

Inventory Services

Inventory Modules Now OPEN!

*DEFINE command NU1, NVM module and the Inventory web portal has reopened for fiscal year 14-15!

If you are a self-tagger, please send all outstanding 13-14 tagging information to oa.inventory@austin.utexas.edu

Annual Physical Inventory

Institutional policy and Federal law requires a physical accounting of inventoried property.

HELPFUL HINTS:

  • Start early, track your equipment year round
  • Submit removal paperwork before equipment leaves and before you turn in your certification
  • Contact Inventory Services regarding any equipment not on your equipment listing
  • If your department will need a scanner please email scanhelp@austin.utexas.edu to make arrangements.
  • For more information, please click Annual Physical Inventory FAQ

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

FRMS Departmental Inventory Portal

The Departmental Inventory Portal, which is a subsystem of the Financial Resource Management System (FRMS), is available for departments to easily update inventory items: https://utdirect.utexas.edu/apps/frms/inventory/.

The Departmental Inventory Portal will provide a Web-based inventory item management system for departments, thus allowing departments to perform the following tasks:

  • Mark items as found, missing, or unfound
  • Easily update location, comments, responsible person, and other data fields
  • Find and correct data issues, such as items that are missing location information or that have elements crossing unit ownership
  • View inventory information about units, items, and number of items in a unit
  • Perform mass updates of multiple inventory items for various fields, including status, location, and responsible person
  • Download report data

For more information and to access available training videos on the FRMS Departmental Inventory portal please visit the FRMS Training Resources Web page.

Policy Guidelines Related to Property Management

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. See the Setting UT Direct Personal Authorizations video for help changing the fiscal year.

Answers to Frequently Asked Questions

Inventory Forms

Additional Resources

Contact Information

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