I have been appointed as the inventory contact. When and how do I begin the annual physical inventory process? You may begin at any time once the inventory module is open and operational (typically in early November). To begin, run the *DEFINE NVP report for all the departments you will be handling. If you have fewer than 50 items, you will take your inventory count manually. If you have more than 50 items, you may check out a scanner. If you are the inventory contact listed on *DEFINE command GG5 for your department, you will be notified of your due date via e-mail.
To conduct the inventory follow these four steps:
Locate the asset.
Scan the asset (or manually update NVP).
Reconcile (submit paperwork to Inventory Services to make corrections to the NVP listing).
Report your results to Inventory Services.
What is meant by separation of duties?
Units should ensure proper separation of duties when performing their physical inventory. If you are the inventory custodian, or assigned as such by your dean/administrator, you should not be scanning the inventory. The inventory custodian is usually the administrator or principal investigator, not the inventory contact. A noncustodian should perform the actual inventory count. A noncustodian can be the inventory contact or a work-study, delegated to scan equipment.
What is the certification form and when do I need it?
The certification form asserts that all items have been inventoried and accounted for within your respective department. It also asserts that no item’s status has been left blank and that paperwork has been submitted for assets leaving your department.
Do I still have to scan equipment kept off campus?
Schedule a day for all off-campus equipment to be returned for scanning. Notify the responsible parties to return those specific items for inventory scanning. Checkout logs are required to be kept for all equipment located off campus. A copy of this form, or equivalent, must be kept in the department and with the equipment at all times. If the asset is out of state, or out of the country when scanning is being done, please verify that the piece is still in place and has not been stolen or lost. If the asset will not be returned or has been lost or stolen, fill out a request for removal and include the necessary paperwork.
What should I do if I have an item that needs an inventory tag?
Make certain the item meets current capitalized and controlled expenditure thresholds. Send an e-mail to oa.inventory@austin.utexas.edu with the description of the item, the building and room number, the purchase information (either a purchase order number or a payment document ID number), and a contact's name and phone number. One of our field representatives will come and tag it after we receive this information. If your department is self-tagging, please contact your delegate to have the item tagged.
How can I view my unit's missing/depreciated percentages without printing an NVP report?
At the COM-PASS screen on the mainframe, Type *INPERC instead of *DEFINE under Enter Input. Then pres ENTER. Type the first four digits of the unit and press ENTER. To exit, press PF8. This report updates nightly.
I have equipment on my NVP listing with temporary assigned numbers beginning with nine. What should I do?
If the items with assigned numbers are controlled or capitalized assets, except for software and artwork, they should be tagged with barcode tags. If you are a self-tagging department, please tag with barcode tags. After you have done so, send the 900000 number with the new barcode tag information to Inventory Services. We will update the information in *DEFINE. If you are a non self-tagging department, contact Inventory Services to have these items tagged with barcode tags.
I’ve completed my scanning. Where do I return my scanner?
Inventory Services is located in MAI 132. Please make sure the PDA and all corresponding accessories are in the bag before you return the scanner. Tell the receptionist that you are returning a scanner. The receptionist will contact someone in Inventory Services to come and assist you. Please note there is some time involved with checking in the device. Therefore scanners can only be returned between 8-11:30 a.m. and 1-4:30 p.m.
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