Frequently Asked Questions - Removals, Disposals, and Self-Tagging

1. What should I do if an inventory item is stolen?
   Contact UTPD at 471-4441. Submit a copy of the police report, Equipment Removal Form, and a letter of justification to Inventory. The letter should be printed with the department’s letterhead, and it should contain any comments or observations made. If the incident occurred off campus, out of state, or out of the country, please submit original incident police report copy. If no off campus police report can be obtained, contact UTPD.
   
   

   Inventory Removal Request Form

   
   
2. What should I do if I can't find a piece of equipment that is listed on my departmental inventory?
   If you have diligently looked for the item without success, use the NV1 command in *DEFINE and mark the item with an M for missing. Continue to look for the asset each time you conduct your inventory. If not found within two years, the item will automatically be removed from the inventory listing. If the missing item is a vehicle, treat it as stolen and contact UTPD for assistance. Submit appropriate paperwork to Inventory.
   
   
3. The asset is on my NVP report, but it has been cannibalized.
   For disposals and removals of equipment, please use the Inventory Removal Form in order to correct your inventory listing. Note that before an asset leaves the University or is dismantled, paperwork should be submitted to Inventory at campus mail code K5306.
   
   

   Inventory Removal Request Form

   
   
4. How do I clean computer information?
   If transferring computers to Surplus, be sure to use a low-level format to remove information so that it cannot be recovered.
   
   
5. Which items do I need to tag? Which items are capitalized, and which items are controlled?
   You will need to tag equipment that meets the capitalized and controlled thresholds.
   
   

   	Equipment Thresholds
   	Controlled Equipment Thresholds

   
   
6. After I have tagged equipment, how do I report this to Inventory?
   You will need to complete the Inventory Sample Spreadsheet and send it to oa.inventory@austin.utexas.edu.
   
   

   Inventory Sample Spreadsheet

   
   
7. Where do I get more barcode tags?
   For a new supply of barcode tags, please email oa.inventory@austin.utexas.edu. List your name, the seven-digit unit code/department name, and an estimated number of tags that you need.
   
   
8. What are blank tags?
   These are metal tags that contain the UT seal without an inventory number.
   Departments can, for security reasons, use them to identify UT-expensed property that does not meet current thresholds. These assets will NOT be on *DEFINE or on your NVP report.
   

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