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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 13-14!

If you are a self-tagger, please send all outstanding 12-13 tagging information to oa.inventory@austin.utexas.edu

Please note there are changes to the designated controlled asset’s listing.

  • Per the state comptroller removal of class code 208 printers from the controlled designated list. Printers must now be 5K and over to warrant a barcode tag and be tracked as equipment in *DEFINE.

  • Class code 219 consisting of smart phones, tablets and other handheld devices is now considered a controlled asset. Items with this description and a cost of $500 to $4999.99 are tracked as inventory equipment and require a UT barcode tag. Shipping costs should be included to determine if the asset meets the established thresholds.

    These items meet the controlled class code 219 item description with a dollar value of $500 to $4999.99
    • iPhone
    • Android smartphone
    • Windows smartphone
    • iPad
    • Android Tablet
    • Windows Tablet (Surface)
    • BlackBerry smartphone

For more information contact the Office of Accounting Inventory Services section at 512-471-3838 or by email at oa.inventory@austin.utexas.edu.

If your department will need a scanner to perform 13-14 Annual Physical inventory please email scanhelp@austin.utexas.edu to make arrangements.

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/.

Departmental Inventory Portal Highlights

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.

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.

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.

Policy Information

Manuals & Training Materials

Classes

Tools

Answers to Frequently Asked Questions

Additional Resources

Additional Inventory Forms

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 - Inventory Policies and Procedures

Contact Inventory Services

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